FLORIDA
STATE
UNIVERSITY
INTERCOLLEGIATE
ATHLETICS
POLICIES AND
PROCEDURES
Table of Contents
CHAPTER
100
..................................................................................................................... 13
PHILOSOPHY
AND
ORGANIZATION
............................................................................. 13
101 – MISSION STATEMENT ....................................................................................... 14
102 – GUIDING PRINCIPLES ........................................................................................ 15
103 - Florida State University Athletics Board Bylaws ................................................... 16
ARTICLE 1: NAME OF ORGANIZATION ................................................................ 16
ARTICLE 2: PURPOSE ............................................................................................... 16
ARTICLE 3: MEMBERSHIP ....................................................................................... 16
ARTICLE 4: OFFICERS .............................................................................................. 17
ARTICLE 5: EXECUTIVE COMMITTEE .................................................................. 17
ARTICLE 6: COMMITTEES ....................................................................................... 17
ARTICLE 7: MEETINGS............................................................................................. 18
ARTICLE 8: ORDER OF BUSINESS ......................................................................... 18
ARTICLE 9: VOTING PRIVILEGES AND PROCEDURES ..................................... 18
ARTICLE 10: PARLIAMENTARY AUTHORITY .................................................... 18
ARTICLE 11: AMENDMENT OFTHE BYLAWS ..................................................... 19
FACULTY ATHLETICS REPRESENTATIVE RESPONSIBILITIES ...................... 19
104 – DEPARTMENTAL ORGANIZATION ................................................................ 20
Chapter 200 .......................................................................................................................... 21
Student Affairs ..................................................................................................................... 21
201 – CODE OF CONDUCT/DISCIPLINE .................................................................... 22
202 – STUDENT-ATHLETE ACADEMIC SERVICES ................................................ 23
MISSION STATEMENT ............................................................................................. 23
SERVICES AND PROGRAMS ................................................................................... 23
POLICIES ..................................................................................................................... 26
FLORIDA STATE UNIVERSITY ACADEMIC HONOR POLICY .......................... 27
FSU Academic Honor Pledge .......................................................................................... 27
Academic Honor Violations ......................................................................................... 28
2
STUDENT-ATHLETES AND ACADEMIC DISHONESTY ..................................... 29
Academic Integrity and Seminole Creed ...................................................................... 31
Truthfulness ...................................................................................................................... 31
203 – STUDENT SERVICES AND PERSONAL DEVELOPMENT ............................ 34
MISSION STATEMENT AND GOALS ..................................................................... 34
PERSONAL DEVELOPMENT PROGRAM ............................................................... 34
LEADERSHIP DEVELOPMENT................................................................................ 35
STUDENT-ATHLETE ADVISORY COUNCIL (SAAC) .......................................... 35
ATHLETIC AMBASSADORS .................................................................................... 35
CAREER PLANNING AND PLACEMENT ............................................................... 36
SEMINOLE SPIRIT COMMUNITY SERVICE ......................................................... 36
FINANCIAL AID ......................................................................................................... 37
NCAA POSTELIGIBILITY GRANT-IN-AID ............................................................ 38
STUDENT FINANCIAL SERVICES .......................................................................... 38
NCAA SPECIAL ASSISTANCE FUND ..................................................................... 38
IDENTIFICATION AND TREATMENT OF EATING DISORDERS ...................... 49
204 – COMPLIANCE ...................................................................................................... 55
MISSION STATEMENT ............................................................................................. 55
GAMBLING ................................................................................................................. 55
NCAA OPERATING BY-LAWS ................................................................................ 56
205 - MEDICAL SERVICES AND ATHLETIC TRAINING ROOM ........................... 84
SPORTS MEDICINE DEPARTMENT PERSONNEL ............................................... 84
STAFF RELATIONS ................................................................................................... 87
ATHLETIC TRAINING ROOM POLICIES ............................................................... 89
ATHLETIC TRAINING ROOM RULES .................................................................... 89
APPROVAL FOR PARTICIPATION IN INTERCOLLEGIATE ATHLETICS ........ 90
ON-CAMPUS EVALUATIONS FOR MEN’S BASKETBALL................................. 92
EXIT INTERVIEW ...................................................................................................... 93
MEDICAL HARDSHIP / DISQUALIFICATION ....................................................... 94
MEDICAL SERVICES ................................................................................................ 95
3
PROCEDURES FOR THE CARE OF ATHLETIC INJURIES / ILLNESSES .......... 99
Athletic Injuries and Illness Procedure .............................................................................. 100
Referrals ............................................................................................................................. 101
Dental Care ......................................................................................................................... 101
Corrective Lenses ............................................................................................................... 102
PURCHASE OF ATHLETIC TRAINING SUPPLIES .............................................. 103
CONFIDENTIALITY AND PRIVACY POLICY ..................................................... 104
TRANSPORTATION ................................................................................................. 105
DIETARY SUPPLEMENTS AND BANNED SUBSTANCES ................................ 106
BODY COMPOSITION ............................................................................................. 106
NUTRITION ............................................................................................................... 108
SPORT COVERAGE ................................................................................................. 108
VISITING TEAM PROCEDURES ............................................................................ 110
USE OF THE ATHLETIC TRAINING ROOM FACILITIES .................................. 110
OSHA REGULATIONS ............................................................................................. 111
MEDICAL SITUATIONS/CONDITIONS .................................................................... 117
COLD STRESS AND COLD EXPOSURE ............................................................... 117
HEAT ILLNESSES .................................................................................................... 118
REHYDRATION ........................................................................................................ 120
EATING DISORDERS .............................................................................................. 122
GENDER SPECIFIC ISSUES .................................................................................... 125
SKIN DISORDERS .................................................................................................... 126
MENTAL HEALTH ISSUES..................................................................................... 127
ATTENTION DEFICIT DISORDER / ...................................................................... 129
ATTENTION DEFICIT HYPERACTIVITY DISORDER........................................ 129
CONCUSSION & MILD TRAUMATIC BRAIN INJURY (mTBI) ......................... 131
MANAGEMENT PLAN ............................................................................................ 131
SICKLE CELL TRAIT ............................................................................................... 140
CONDITIONS OF IMPAIRMENT ............................................................................ 142
PREGNANCY ............................................................................................................ 142
4
TYPE 1 DIABETES ................................................................................................... 145
ASTHMA .................................................................................................................... 146
206 – STRENGTH AND CONDITIONING ................................................................. 149
MISSION STATEMENT ........................................................................................... 149
STRENGTH AND CONDITIONING PROGRAM ................................................... 149
General Responsibilities for Strength Staff ................................................................ 152
FSU Strength and Conditioning Facilities .................................................................. 154
REQUESTED LEAVE ............................................................................................... 155
Strength Training Facility Rules ................................................................................. 155
EMERGENCY / INJURY PLAN ............................................................................... 157
Athletic Training Staff Sport Assignment .................................................................. 161
207 – SUBSTANCE ABUSE ......................................................................................... 163
I. Introduction ......................................................................................................... 163
II. Substance Abuse Committee ........................................................................... 164
III. Drug Testing .................................................................................................... 165
Drug Test Threshold Table (Screen/Confirm ng/mL) ................................................ 167
IV. Consequences ................................................................................................... 168
Zero-Tolerance 4-Drug Class Panel............................................................................ 169
Anabolic Steroids ........................................................................................................ 170
Self- Referral Program ................................................................................................ 172
Good Behavior Opportunity ....................................................................................... 172
V. Counseling ....................................................................................................... 173
VI. NCAA Program Testing Program .................................................................... 173
VII. Dietary Supplements ........................................................................................ 174
VIII. Summary ...................................................................................................... 174
Advisory Committee ................................................................................................... 176
208 – TRAINING TABLE ............................................................................................. 177
OVERVIEW ............................................................................................................... 177
MEAL SCHEDULE ................................................................................................... 177
GUESTS AND STUDENT-ATHLETE PROSPECTS .............................................. 177
5
209 –AWARDS AND BANQUETS .............................................................................. 178
LETTERING AWARDS ............................................................................................ 178
TEAM BANQUETS ................................................................................................... 184
210 - RECRUITING ....................................................................................................... 185
PHILOSOPHY ............................................................................................................ 185
PURPOSE OF POLICY .............................................................................................. 185
RESPONSIBILITIES ................................................................................................. 186
GUIDELINES FOR OFFICIAL VISIT ...................................................................... 188
PROCEDURES FOR OFFICIAL VISITS ................................................................. 189
GUIDELINES AND PROCEDURE FOR UNOFFICIAL VISIT .............................. 190
REPORTING AND PENALTIES .............................................................................. 190
FORMS ....................................................................................................................... 191
CONCLUSION ........................................................................................................... 193
CHAPTER
300
................................................................................................................... 194
PERSONNEL
POLICIES
................................................................................................... 194
301 – HUMAN RESOURCES ....................................................................................... 195
UNIVERSITY POLICIES .......................................................................................... 195
HIRING AND COMPENSATION ............................................................................. 195
SEPARATION FROM EMPLOYMENT (NON-RENEWAL) ................................. 199
UNIVERSITY SUPPORT PERSONNEL SYSTEM (USPS) .................................... 200
ADMINISTRATIVE AND PROFESSIONAL EMPLOYEES (A&P) ...................... 204
A&P Contract.............................................................................................................. 204
STRAIGHT TIME COMPENSATORY .................................................................... 210
HONORARIA............................................................................................................. 210
SALARIES ................................................................................................................. 210
EMPLOYEE BENEFITS ............................................................................................ 210
COLLEGE WORK STUDY PROGRAM .................................................................. 218
OPS EMPLOYMENT ................................................................................................. 218
GRADUATE ASSISTANTS/PART-TIME ASSISTANT COACHES ..................... 218
DRESS CODE ............................................................................................................ 219
6
302 – SEXUAL HARASSMENT AND SEXUAL BATTERY POLICIES .................. 219
SEXUAL HARASSMENT POLICY STATEMENT................................................. 219
OFFICE OF AUDIT SERVICES ............................................................................... 220
DEFINITION .............................................................................................................. 220
EXAMPLES OF SEXUAL HARASSMENT ............................................................ 220
DISCIPLINARY AND OTHER ACTIONS .............................................................. 221
RETALIATION .......................................................................................................... 222
FILING OF FALSE SEXUAL HARASSMENT COMPLAINT ............................... 222
REPORTING REQUIRED ......................................................................................... 222
COMPLAINT PROCEDURE .................................................................................... 223
INVESTIGATION ...................................................................................................... 225
REPORT OF OAS ...................................................................................................... 226
SUBSEQUENT ACTION .......................................................................................... 226
DISTRIBUTION OF POLICY ................................................................................... 226
APPLICABILITY ....................................................................................................... 226
EFFECTIVE DATE .................................................................................................... 227
WHERE TO GO FOR HELP ...................................................................................... 227
SEXUAL BATTERY POLICY STATEMENT ......................................................... 227
303 – PAYROLL ............................................................................................................ 230
UNIVERSITY POLICIES .......................................................................................... 230
OVERVIEW ............................................................................................................... 230
PAYROLL PROCESS ................................................................................................ 230
PAYROLL PROCEDURES ....................................................................................... 231
WITHHOLDING TAX/FICA/RETIREMENT AMOUNTS ..................................... 233
RETROACTIVE DISTRIBUTION OF FUNDING ................................................... 234
TAXES, ADJUSTMENTS AND RESPONSIBILITIES ............................................ 235
TAXABLE FRINGE BENEFITS ............................................................................... 236
MOVING EXPENSES ............................................................................................... 236
CHAPTER
400
................................................................................................................... 243
FINANCIAL
AND BUSINESS
OPERATIONS
................................................................ 243
7
401 – BUDGET .............................................................................................................. 244
UNIVERSITY POLICIES .......................................................................................... 244
BUDGET PREPARATION - OVERVIEW ............................................................... 244
BUDGET PREPARATION - REVENUES ............................................................... 244
BUDGET PREPARATION - EXPENSES ................................................................. 244
ZERO BASED BUDGETING PHILOSOPHY .......................................................... 245
BUDGET APPROVAL PROCESS ............................................................................ 245
BUDGET CONTROL ................................................................................................ 246
BUDGET REPORTS .................................................................................................. 246
BUDGET AMENDMENTS ....................................................................................... 246
TIMELINE .................................................................................................................. 246
402 – PURCHASING AND DISBURSEMENTS ......................................................... 248
UNIVERSITY POLICIES .......................................................................................... 248
ADDITIONAL ATHLETIC DEPARTMENT PURCHASING POLICIES .............. 248
P-CARD ...................................................................................................................... 249
403 – TRAVEL .............................................................................................................. 251
UNIVERSITY POLICIES .......................................................................................... 251
OVERVIEW ............................................................................................................... 251
TYPES OF TRAVEL .................................................................................................. 252
RECRUIT – PETTY CASH PROCEDURES ............................................................ 255
CREDIT CARDS ........................................................................................................ 257
T-CARD ...................................................................................................................... 257
GRATUITY POLICY ................................................................................................. 258
BUS/VAN TRANSPORTATION .............................................................................. 259
RENTAL OF ATHLETIC VANS FOR SUMMER CAMP ....................................... 263
Statement of Policy ..................................................................................................... 263
AIRCRAFT POLICY FOR TEAM TRAVEL ........................................................... 264
Florida State Athletics Department Team Travel Meal Policy ................................... 265
REGULAR SEASON TRAVEL ................................................................................ 266
CULTURAL EVENTS ............................................................................................... 267
8
STUDENT-PLAYER ENTERTAINMENT ............................................................... 267
POST SEASON ADMINISTRATIVE TRAVEL ...................................................... 267
ACC CONFERENCE TRAVEL ................................................................................ 268
GUEST TRAVEL POLICY AND PROCEDURE ..................................................... 269
404 – BUSINESS SERVICES ....................................................................................... 279
UNIVERSITY POLICIES .......................................................................................... 279
BUSINESS OFFICE ................................................................................................... 279
POSTAL SERVICES .................................................................................................. 279
CASHIERING SERVICES ........................................................................................ 280
TELECOMMUNICATIONS SERVICES .................................................................. 280
405 – TICKET OPERATIONS ...................................................................................... 284
RESPONSIBILITIES AND EXPECTATIONS ......................................................... 284
PERSONNEL ............................................................................................................. 284
TICKET PRICES ........................................................................................................ 285
SEAT ALLOCATION AND ASSIGNMENT POLICY ............................................ 285
COMPLIMENTARY TICKET POLICY ................................................................... 292
STUDENT TICKETS ................................................................................................. 295
TICKET OFFICE PROCEDURES ............................................................................. 298
406 – PROPERTY MANAGEMENT ............................................................................ 300
UNIVERSITY POLICIES .......................................................................................... 300
OVERSIGHT .............................................................................................................. 300
PROCEDURES........................................................................................................... 300
407 – STUDENT ATHLETIC FEES ............................................................................. 302
Graduate Assistant Policies & Procedures .................................................................. 303
Student Manager Policies & Procedures ..................................................................... 304
Student Manager Policies & Procedures..................................................................... 304
CHAPTER
500
................................................................................................................... 305
DAY-TO-DAY
OPERATIONS
......................................................................................... 305
501 – INFORMATION TECHNOLOGY ...................................................................... 306
UNIVERSITY POLICIES .......................................................................................... 306
9
PERSONNEL ............................................................................................................. 306
HARDWARE/SOFTWARE PURCHASES ............................................................... 306
SYSTEMS SUPPORT ................................................................................................ 306
COMPUTER AND NETWORK USAGE .................................................................. 307
PEER-TO-PEER FILE SHARING SERVICES ......................................................... 307
REGISTRATION OF NETWORK DEVICES .......................................................... 307
FSUID/SERVER SECURITY .................................................................................... 307
CONSISTENT 5 YEAR REFRESH CYCLE............................................................. 307
COMPUTER PROPERTY ACCOUNTING .............................................................. 308
RECOVERY OF EQUIPMENT UPON EMPLOYEE SEPARATION ..................... 308
SITE LICENSES ........................................................................................................ 309
502 – SCHEDULING ..................................................................................................... 310
CONSTRUCTION OF SCHEDULE .......................................................................... 310
DEPARTMENTAL PROCEDURE ........................................................................... 310
SUNDAY COMPETITION ........................................................................................ 311
GAME OFFICIALS .................................................................................................... 311
503 – ATHLETIC EQUIPMENT .................................................................................. 312
Mission Statement ....................................................................................................... 312
General Procedures ..................................................................................................... 312
Equipment Rooms ....................................................................................................... 312
Equipment Purchasing Procedure ............................................................................... 313
Nike Ordering Process ................................................................................................ 314
Issuance and Retrieval of Athletic Equipment............................................................ 314
Policy on Team Game Jerseys/Uniforms/Apparel/Equipment ................................... 315
504 – FACILITIES OPERATIONS ............................................................................... 316
UNIVERSITY POLICIES .......................................................................................... 316
GENERAL .................................................................................................................. 316
REPAIRS AND MAINTENANCE ............................................................................ 316
SCHEDULING ........................................................................................................... 316
LIGHTNING SAFETY GUIDELINES ...................................................................... 317
10
Athletics Tour Policy .................................................................................................. 318
505 – MEDIA RELATIONS .......................................................................................... 320
PRESS RELEASES .................................................................................................... 320
PUBLICATIONS/MEDIA GUIDES .......................................................................... 320
RESULTS AND STATISTICS .................................................................................. 321
INTERVIEWS ............................................................................................................ 321
PHOTOGRAPHY ....................................................................................................... 321
TRAVEL ..................................................................................................................... 322
WEBSITE ................................................................................................................... 322
SEMINOLE ALL-ACCESS ....................................................................................... 322
CONFERENCE/NATIONAL REPORTING ............................................................. 322
AUTOGRAPH AND DONATION REQUEST GUIDELINES ................................ 322
POLICY ON UNCONQUERED STATUE SPEAR LIGHTING .............................. 324
506 – MARKETING AND PROMOTIONS.................................................................. 326
SEMINOLE ATHLETICS MARKETING ................................................................ 326
VIDEOBOARD POLICIES ....................................................................................... 328
507 – SPIRIT GROUPS ................................................................................................. 341
BAND ......................................................................................................................... 341
OTHER SPIRIT GROUPS ......................................................................................... 341
508 – HALL OF FAME ................................................................................................. 342
HALL OF FAME INDUCTION CRITERIA ............................................................. 342
509 – JERSEY RETIREMENT ...................................................................................... 343
CRITERIA .................................................................................................................. 343
PROCESS ................................................................................................................... 343
510 – ADDING A VARSITY SPORT ........................................................................... 344
511 – SAFEGUARDING OF CONFIDENTIAL FINANCIAL AND PERSONAL
INFORMATION ............................................................................................................ 345
SPECIFIC AUTHORITY ........................................................................................... 345
OBJECTIVE ............................................................................................................... 345
OVERVIEW ............................................................................................................... 345
11
SCOPE OF THIS POLICY ......................................................................................... 346
DEFINITION OF CONFIDENTIALITY ................................................................... 346
RELATED FEDERAL, STATE AND UNIVERSITY SAFEGUARD PROGRAM
COMPONENTS ......................................................................................................... 348
512 - COURTESY VEHICLES ..................................................................................... 350
PURPOSE ................................................................................................................... 350
COURTESY CAR PRIVILEGE ................................................................................ 350
BUSINESS USE OF VEHICLE ................................................................................. 350
PERSONAL USE OF VEHICLE ............................................................................... 350
EMPLOYEE RESPONSIBILITY .............................................................................. 350
MINIMUM INSURANCE REQUIRED .................................................................... 351
REPORTING ACCIDENTS ....................................................................................... 352
STATEMENT AND DECLARATIONS CONCERNING BUSINESS MILEAGE
FOR COURTESY CAR DRIVERS ........................................................................... 352
ATHLETIC DEPARTMENT PROVIDES TO DEALER ......................................... 353
RESPONSIBILITIES OF THE CAR DEALER ........................................................ 354
Florida State Courtesy Car Return Form .................................................................... 355
513 - POST SEASON BONUS POLICY ...................................................................... 356
GENERAL GUIDELINES ......................................................................................... 356
FOOTBALL RELATED BONUSES ......................................................................... 356
ACC CHAMPIONSHIP BONUS POLICY ............................................................... 360
NATIONAL/REGIONAL COACH OF THE YEAR................................................. 360
GRADUATION RATE BONUS POLICY ................................................................ 360
POST SEASON GIFTS .............................................................................................. 361
POST SEASON RING/PENDANT POLICY ............................................................ 362
514 – EMPLOYEE GIFT & LENGTH OF SERVICE AWARD POLICY .................. 365
515 – CRISIS MANAGEMENT .................................................................................... 367
DEATH OF A STUDENT-ATHLETE....................................................................... 367
12
CHAPTER
100
PHILOSOPHY
AND
ORGANIZATION
13
101 – MISSION STATEMENT
The mission of the Department of Intercollegiate Athletics at Florida State University is
to create and sustain NCAA Division I programs for men and women that are
characterized by comprehensive excellence. Florida State Athletics is
committed to educate, coach, support and inspire all student-athletes to
perform at the highest academic and athletic standards while demanding good
sportsmanship, ethical behavior, service and personal development.
Vision
Create and sustain an Athletics Department that fosters an environment of integrity and
success encompassing the university community and its stakeholders.
Goal
Comprehensive Excellence
14
102 – GUIDING PRINCIPLES
The guiding principles for Florida State University Athletics are as follows:
A. The responsibility and final authority for the administration of the athletics
program is delegated to and vested in the President.
B. Financial decisions relating to expenditures of athletically related revenues,
including those of the Seminole Boosters, shall be under the control of the
President.
C. The Athletics Director reports directly to the President and is responsible
for the administration of the athletics program, including the hiring of coaches.
D. The Athletics Committee is vested with making policy recommendations to the
President and Athletics Director including matters relating to academics,
equity and financial matters including ticket pricing and policy.
E. Student-athletes will be provided excellent opportunities to participate in
intercollegiate athletics of the highest quality, resulting in their athletics
experience becoming an integral and valued component of their total educational
experience at the University.
F. Student-athletes recruited to Florida State University should be capable of
success in the University’s academic programs and
provided academic support and student
development opportunities to assist in reaching their potential.
G. Ethnic and gender diversity among coaches, staff and student-athletes should be
ensured, consistent with the University’s educational mission.
H. Coaches, staff, and student-athletes will exhibit high standards of conduct and
ethical behavior, including good sportsmanship. They will carefully comply with
the regulations of the University, the ACC and the NCAA.
I. Core values such as integrity, ethical business practices, sportsmanship and
fair play, commitment to equity, leadership, and academic focus toward
graduation will not be compromised.
Administrators, coaches and student-athletes, as the university’s most visible
ambassadors, will represent Florida State with class, honor and respect.
15
103 - Florida State University Athletics Board
Bylaws
(Approved and Adopted on December 9,
2009)
Preamble: These Bylaws are subject to the provisions of the laws of Florida, the
regulations of the Florida Board of Governors and the Florida State University Board
of Trustees and the policies and procedures of the Florida State University, the
National Collegiate Athletic Association, and the Atlantic Coast Conference.
ARTICLE 1: NAME OF ORGANIZATION
The name of this organization is the Florida State University Athletics
Board.
ARTICLE 2: PURPOSE
While primary responsibility and control of the intercollegiate athletics program rests
with the President of the University, the Florida State University Athletics Board is
responsible for providing periodic evaluation and oversight of the Department of
Intercollegiate Athletics, including
– Establishing policy goals and standards for intercollegiate athletics;
– Monitoring the execution of intercollegiate athletics policies;
– Promoting fiscal integrity in intercollegiate athletics;
– Reviewing and recommending the Department of Intercollegiate
Athletics annual operating budget to the President of the University; and
– Insuring that the athletics program is operated in a manner consistent with the
overall policies and operating procedures of the Atlantic Coast Conference,
the National
Collegiate Athletic Association, the Florida State University, and the State of
Florida.
ARTICLE 3: MEMBERSHIP
The Florida State University Athletics Board consists of a maximum of twenty-five
members appointed by, and serving at the pleasure of, the President of the University.
Membership is drawn from faculty and academic administrators, current students,
student athletes, alumni, Seminole Boosters, citizens at-large, and members of the Varsity
Club.
Ex officio members of the Board include the President of the Faculty Senate, the
President of the Student Government Association, the Vice-President for Finance and
16
Administration or her/his designate, the Vice-President for University Relations or
her/his designate, the Vice-President for Student Affairs or her/his designate, the Dean
of Undergraduate Studies, the University Police Chief, and the Athletics Director.
The majority of the appointed members of the Board must be composed of faculty and
academic administrators of the University.
With the exception of the Athletics Director, no member of the Board may be full-time
staff of the Department of Intercollegiate Athletics.
ARTICLE 4: OFFICERS
The officers of the Athletics Board include the chair, vice-chair and standing committee
chairs. The Faculty Athletics Representative is appointed by the University President and
serves as chair of the Board. The vice-chair is appointed by the President and serves as
chair of the executive committee. In the absence of the chair, the vice-chair shall serve
as chair of the Board. When neither the chair nor the vice-chair is available, a
standing committee chair designated by the chair of the Board shall fill the role of chair.
ARTICLE 5: EXECUTIVE COMMITTEE
The President of the University shall appoint the members of the Executive
Committee. The Executive Committee of the Athletics Board shall be composed of the
chair, vice-chair, chairs of the standing committees of the Board, the Director of
Athletics, and such other appointees with special knowledge or skills as are likely to
be needed by the Executive Committee. The
Executive Committee approves the agenda for meetings of the Board, establishes ad
hoc and standing committees necessary to address special or continuing concerns of the
Board, reviews reports of all ad hoc and standing committees, calls special meetings of
the Athletics Board, and may act on any item of business that cannot wait until the
next regularly scheduled or special called meeting of the Board.
ARTICLE 6: COMMITTEES
The President of the University shall appoint the standing committees of the Board,
which shall include, but not be limited to, the Academics, Budget, and Equity
and Student Welfare committees.
A. The Academics Committee annually evaluates Athletic Academic Support
Services; reviews admissions, graduation rates, and team academic progress
rates; recommends changes in policies for Athletic Academic Support Services
and intercollegiate Athletics; and serves as an appeal panel for student-athletes
who lose competitive eligibility for violations of academic standards. The
Dean of Undergraduate Studies or her/his designee is a member of the
Academics Committee
17
B. The Budget Committee annually reviews the Department of Intercollegiate
Athletics budget; insures fiscal responsibility and transparency; reviews the
annual external audit of the Department of Intercollegiate Athletics and
periodically undertakes an extensive examination
of
a particular unit, sport, or
budget category in order to assess cost effective practices. The Vice President
for Finance and Administration or her/his designee is a member of the Budget
Committee.
C. The Equity and Student-Athlete Welfare Committee monitors student-athlete
welfare and the
equity
concerns of student-athletes, coaches and the
Department of Intercollegiate Athletics staff; insures compliance with Title IX;
recommends the addition or elimination of sports teams; and conducts annual
hearings and surveys to assess issues and concerns of the Department of
Intercollegiate Athletics staff, coaches, and student-athletes. The Vice President
for Student Affairs or her/his designee is a member of the Equity and
Student Welfare Committee.
ARTICLE 7: MEETINGS
The Athletics Board will meet quarterly. The chair of the Board will distribute a
schedule of regular meetings to be held in September, December, March and June.
Special meetings will be called with the approval of the Executive Committee.
ARTICLE 8: ORDER OF BUSINESS
The Executive Committee will establish the order of business for all special or regular
meetings of the Athletics Board.
ARTICLE 9: VOTING PRIVILEGES AND PROCEDURES
All duly appointed members and ex officio members of the Board are authorized to
vote on matters coming before the Board.
The Athletics Board may approve any motion proposed at a regularly scheduled or
special called meeting of the Board by a simple majority of the members present and
voting. There is no quorum required to transact business provided the members of the
Board have been given seven days notice of a regular or special called meeting.
ARTICLE 10: PARLIAMENTARY AUTHORITY
While the chair shall have discretionary authority to resolve parliamentary questions
during a meeting, the latest edition of Robert’s Rules of Order is the recommended
parliamentary authority for regular and special meetings of the Athletics Board.
18
ARTICLE 11: AMENDMENT OFTHE BYLAWS
These Bylaws may be amended, altered or rescinded by simple majority vote at any
regular meeting of the Athletics Board provided previous notice of the proposed change is
given ten days prior to t
h
e meeting at which the change will be voted upon.
FACULTY ATHLETICS REPRESENTATIVE
RESPONSIBILITIES
The Faculty Athletics Representative (FAR) is recognized as the representative of The
Florida State University and its faculty in the relationship between the National
Collegiate Athletic Association (NCAA), the Atlantic Coast Conference (ACC), and the
local campus. The FAR represents FSU as the voting delegate to the annual NCAA
convention and any other NCAA or ACC meetings. In addition to the FAR serves on
NCAA councils, cabinets, and committees as appointed. The FAR helps to interpret
NCAA and ACC legislation and policies, and is also empowered to assist in the
preparation, on behalf of FSU, any requests for waivers or appeals from such legislation
or policy.
The Faculty Athletics Representative reports to the faculty and administration on the
academic well-being of student-athletes. The FAR has responsibility to ensure, either
directly or indirectly, that student-athletes meet all NCAA, conference and FSU
requirements for eligibility to practice, financial aid, and intercollegiate competition. As
FAR, the representative has the responsibility to monitor the student-athlete experience
and be involved in the personal and academic welfare of the
student-athletes.
The
FAR
participates in the mandated exit interviews of graduating FSU student-athletes or
reviews the results of such interviews with students. Such interaction provides insight
into the student perceptions
of
the
athletics program, including interactions with coaches
and the operating policies at FSU. On the athletics side, the FAR works with the
Athletics Director and other athletics staff to educate student-athletes about NCAA rules
and devises and implements compliance programs within the athletics department. The
FAR’s typical activities include the coordination of the nominations process for NCAA
and ACC honors and postgraduate scholarships; administration of the coaches’ rules
examination and NCAA student surveys; and attendance at departmental senior staff and
coaches’ meetings with Compliance.
The Faculty Athletics Representative meets regularly with the Director of Athletics and
serves as the
Senior
Faculty Advisor on athletics to the President of The Florida State
University. The FAR serves as a channel of information between the faculty and
administration and the athletics program; the FAR provides periodic reports to the
Athletics Board relating to matters of academic integrity, performance of student-
athletes, rules compliance or violations, and other matters related to the athletics
program.
The FAR meets with Student-Athlete Advisory Committee (SAAC) and
serves as a member of the FSU Athletics Board.
19
104 – DEPARTMENTAL ORGANIZATION
The organizational charts for the Florida State University Department of Intercollegiate Athletics can
be found as a separate attachment.
20
Chapter 200
Student Affairs
21
201 – CODE OF CONDUCT/DISCIPLINE
The intent of this Code of Conduct and Discipline Policy is not to supersede any other NCAA or
university policy; nor is it to judge who is guilty or not guilty. It is meant to set high standards
relating to the department’s expectations of how student-athletes represent Florida State
University and to state the potential consequences for those student-athletes who make poor
choices which reflect negatively on themselves and the university.
As the university’s most visible ambassadors, student-athletes at Florida State are expected to
uphold, at all times, high standards of integrity and behavior which will reflect well upon
themselves, their families, coaches, teammates, the Department of Athletics and Florida State
University. Student-athletes are expected to act with propriety, to respect the rights of others,
and abide by all state and federal laws and all rules and regulations of Florida State University,
the ACC, and the NCAA. Failure to do so may result in suspension from the team or even the
university. Scholarship athletes risk having all or part of their financial aid revoked for
infraction of this code. The Head Coach of each sport has his/her own set of team
training/conduct rules. The Florida State Athletics Administration will fully support appropriate
disciplinary action taken by a coach. Should a student-athlete wish to appeal any disciplinary
action, he/she should contact their Sport Oversight.
In the case of behavioral problems, which involve formal criminal charges by a law enforcement
agency, the involved student-athlete will be placed on suspension by the Department of Athletics
until the facts of the incident are reviewed.
A. In the event the student-athlete is charged with a felony, absent extraordinary
circumstances as determined by the administration, he/she will not be permitted to
represent FSU Athletics in game competition until such time as the charge is resolved
and all court, university and athletics department conditions for reinstatement have been
met;
B. Absent extraordinary circumstances as determined by the administration, misdemeanor
charges and subsequent discipline, therefore will be handled by the Head Coach, after
review by the Director of Athletics, relative to circumstances, background, as well as
current and past deportment of the student-athlete involved. If misdemeanor charges
result in a sentence, which involves serving time in jail, the student-athlete involved will
not be permitted to represent FSU athletics in game competition until that time was
served.
Indefinite suspensions can be instituted in any case where an individual’s actions represent the
Florida State University and its Athletics program in a manner inconsistent with this code of
conduct. Each case will be reviewed by the Director of Athletics, Sport Oversight and Head
Coach independent from any other, taking into account that no two cases are identical in nature
and that each must be assessed based on the facts presented.
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202 – STUDENT-ATHLETE ACADEMIC SERVICES
MISSION STATEMENT
The primary mission of the Student-Athlete Academic Services program is to provide a standard of
care that facilitates the academic success of each student-athlete. Our focus is to provide a
comprehensive support program integrated with the total University that will assist all student-
athletes with the transition into college and provide continued support in all phases of academic and
professional development, culminating with graduation, job placement, or graduate school.
SERVICES AND PROGRAMS
Academic Advising
The advisors in Student-Athlete Academic Services serve as the advising unit for all student-
athletes. The staff advises students through the Liberal Studies curriculum and degree pre-requisites
through graduation in conjunction with campus advisors. Athletic advisors work with the students
in a number of areas related to the academic experience at Florida State University, but with a
primary emphasis in advising and monitoring the progress toward the selected degree program,
taking into consideration all variables which would enhance or impede each student’s progress
toward the goal of graduation.
Academic Expectations and Responsibilities
Florida State University Athletics are committed to helping student-athletes identify and meet
academic and career goals leading to graduation and career development. The administration,
coaches, and academic support staff are committed to providing a positive and independent
learning environment for the student-athletes at Florida State University.
The Student-Athlete Academic Services staff is committed to creating an environment for student-
athletes where progress toward a degree is the focus, rather than eligibility. The Student-Athlete
Academic Services staff is committed to developing programs, monitoring systems, and support
systems to achieve these goals.
FSU ATHLETICS DEPARTMENT COMMITMENT
FSU Athletics is committed to developing and maintaining a partnership between the members of
the Athletics Department staff and the student-athletes. The Student-Athlete Academic Services
department is designed to:
Maximize the level of academic support services provided to FSU student-athletes, and
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Encourage student-athletes to make a serious commitment to their academic performance
and success at FSU.
The department also standardizes the academic expectations for all sports and all student-athletes.
In addition, the academic program allows for equitable treatment of student-athletes,
makes the student-athletes’ needs assessment more objective, and emphasizes the Athletics
Department’s concern for the welfare of the student-athlete and his/her progress toward graduation.
Study Hall
The main focus of the study hall program is to help students develop consistent and appropriate
study habits. By providing a structured setting, our student-athletes are able to make study time
and tutoring a priority within their busy schedules. In order to meet the academic demands of the
student-athletes we provide two academic facilities. FSU fosters an academic environment where
student-athletes have the resources available to meet their academic goals. The Student-Athlete
Academic Services Center is housed on the 2nd and 3rd floor of the Moore Athletic Center and
consists of a computer lab, individual tutor rooms, small group area, two classrooms, wireless
internet access, and academic support offices.
Both facilities are open:
Sunday 6:00pm-9:00pm
Monday-Thursday 8:00am-9:00pm
Friday 8:00am-5:00pm
Tutoring Program:
The Athletic Department at Florida State University has made a commitment to providing our
student- athlete with one of the finest and most comprehensive tutorial programs in the nation. The
tutorial program is just one of several key support services that are available to all student-athletes
as they progress towards their goal of obtaining a college degree from FSU.
SAAS hired approximately 70 tutors a year, from a variety of academic departments, who are
committed to providing proactive in individualized assistance with course comprehension and
study skills. The Tutoring program provides student-athletes the opportunity to meet individually
with tutors, with the overall goal for the student-athletes to develop different study habits, various
ways to approach and understand material, and effective test preparation methods. The tutors
engage the student-athletes in different ways to become academically successful.
Our “Objective Tutoring Plus” program gives student-athletes additional assistance outside of
normally scheduled tutoring sessions. These sessions, which are scheduled through the student-
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athlete, advisor, and tutor further engage the student-athlete in the academic process by establishing
learning objectives and completing them within in the duration of the appointment.
Tutorial assistance is a free service available to all student- athletes in any of their academic
coursework and may be obtained by filing out a tutorial request form through the GradesFirst
website or through discussing their needs with their advisor. For any unexcused absence
concerning a tutoring session, a $12 fee will charged to the student-athlete’s university financial
account. This fee is assess in order to cover the cost associated with the tutor.
Computer Lab
The Student-Athlete Academic Services Computer Lab is located in room 2103 of University
Center Building D (Moore Athletic Center). It is outfitted with technology such as computers,
projections screens, and a high volume printer. The computer lab is available to student-athletes
with a FSU ID card. In addition, the entire department is also equipped with wireless internet
which can easily be accessed using the standard FSU issued login. The computer lab also has
extended hours during final midterm and final exam weeks to ensure appropriate accommodations
during those time periods.
New Student Orientation Program
All new incoming student-athletes at Florida State University must go through two separate
orientation sessions. The first session is the University orientation, which is for all new students at
FSU. This is a two-day session, which provides new FSU students with a comprehensive overview
of the campus and the services it provides. The second orientation program is designed for new
student-athletes at FSU. The Student-Athlete Advisory Council runs this program out of the
Student Development Office. It is held the Sunday prior to the beginning of fall classes. This
orientation highlights many different topics that are important for student-athlete success. Some of
these topics are nutrition, academics, student life, community service, technology on campus, and
compliance.
Summer and Winter Bridge
In conjunction with Compliance and Student Services, Student-Athlete Academic Services at
Florida State University offers an extensive Summer and Winter Bridge programs to qualifying
incoming freshmen student- athletes. The Summer and Winter Bridge programs welcomes
freshmen student athletes by addressing the academic needs of students transitioning from high
school to the university setting. Program events include campus orientation, skills workshops, and
special guest speakers.
Academic Honors and Awards Program
The Student-Athlete Academic Services Program is committed to recognizing the academic
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success of all student-athletes. The Academic Department in conjunction with Seminole Boosters,
Inc., puts on the annual “Golden Torch” awards banquet each fall. At this event, the individuals
with the highest GPA on their respective teams, and the Men’s & Women’s Teams with the
highest GPA are recognized, as well as ACC Honor Roll student-athletes and members of the All-
ACC Academic Team in each sport. Team meetings are held each year, during which time
student-athletes are notified of potential honors and awards and are encouraged to apply.
Combining a strong grade point average with athletic accomplishments, community service
activities, and leadership experiences make for a student-athlete capable of obtaining unlimited
academic honors, awards, and postgraduate opportunities.
POLICIES
Athletics Department Class Attendance Policy:
Class attendance is one of the single most important aspects of student academic success. In
order to better ensure the experience of the student-athlete and his or her efforts in the
classroom, Florida State University has adopted a Student-Athlete Unexcused Class Absence
Policy. Attendance will be determined by the academic advisor from a variety of sources,
including written and or verbal Faculty reports, class checking, self-reports etc. A systematic
reporting program included in GradesFirst is used for recording and maintaining class
attendance. By using this system, a professor can enter into a database a student’s attendance
record. The academic advisors, who also have access to GradesFirst can immediately view all
information entered by the faculty member and proceed with proper disciplinary action if
necessary. Disciplinary action is taken when a student-athlete fails to meet his or her academic
obligations by not attending class.
If a student-athlete has three cumulative unexcused absences per class, a meeting is convened
between the student-athlete, the academic staff and position coach to review academic progress and
responsibilities. Appropriate disciplinary or corrective action is taken. The Director of SAAS will
send a written summary of the meeting and outline any disciplinary/corrective actions to the coach,
student-athlete, sport oversight and advisor for the involved sport.
If a student-athlete has five or more cumulative unexcused absences per class, a meeting is
convened between the student-athlete, the Director of Student-Athlete Academic Services, the
Academic Advisor, the Sport Oversight, the academic liaison (e.g., FAR, Dean of Undergraduate
Studies), and the Head Coach (or Asst. Coach designee) to address specific class absences and
determine necessary disciplinary action. The imposed sanctions will be conveyed to the Director
of Athletics or his designee for implementation.
A student-athlete who fails to attend class on time for any reason other than:
• a University-sponsored athletic event,
• a documented medical illness and/or treatment,
• observance of a religious holiday,
• the death of a relative (or close personal friend)
will be considered to have an “unexcused” absence from class and subject to the above policy.
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Repeat offenders are subject to severe disciplinary action (which may include loss of summer aid,
game suspensions, and loss of athletic scholarship).
NOTE: Per NCAA rules, the FAR will review and approve any missed class that will be incurred
by the men’s basketball team for home and away contests prior to the start of the season.
FLORIDA STATE UNIVERSITY ACADEMIC HONOR POLICY
Introduction
The statement on Values and Moral Standards says: “The moral norm which guides conduct and
informs policy at The Florida State University is responsible freedom. Freedom is an important
experience which the University, one of the freest of institutions, provides for all of its citizens –
faculty, students, administrators, and staff. Freedom is responsibly exercised when it is directed by
ethical standards.” (Values and moral standards at FSU retrieved from the current General Bulletin
located at http://registrar.fsu.edu/)
The statement also addresses academic integrity: “The University aspires to excellence in its core
activities of teaching, research, creative expression, and public service and is committed to the
integrity of the academic process. The [Academic Honor Policy] is a specific manifestation of this
commitment. Truthfulness in one’s claims and representations and honesty in one’s activities are
essential in life and vocation, and the realization of truthfulness and honesty is an intrinsic part of
the educational process.” (Values and moral standards at FSU retrieved from the current General
Bulletin located at http://registrar.fsu.edu/)
Guided by these principles, this Academic Honor Policy outlines the University’s expectations for
students’ academic work, the procedures for resolving alleged violations of those expectations, and
the rights and responsibilities of students and faculty throughout the process. The Academic Honor
Policy Committee may take direct jurisdiction of any case under extraordinary circumstances when
it is determined by a majority vote of the committee that taking direct jurisdiction is appropriate.
Students in the College of Law and the College of Medicine are governed by the academic integrity
policies and procedures of their respective colleges, which are subject to approval by the Academic
Honor Policy Committee.
FSU Academic Honor Pledge
I affirm my commitment to the concept of responsible freedom. I will be honest and truthful and
will strive for personal and institutional integrity at The Florida State University. I will abide by the
Academic Honor Policy at all times.
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Academic Honor Violations
Note: Instructors are responsible for reinforcing the importance of the Academic Honor Policy in
their courses and for clarifying their expectations regarding collaboration and multiple submission
of academic work. Examples have been provided for the purpose of illustration and are not
intended to be all-inclusive.
1. PLAGIARISM. Presenting the work of another as one's own (i.e., without proper
acknowledgement of the source).
Typical Examples Include: Using another's work from print, web, or other sources without
acknowledging the source; quoting from a source without citation; using facts, figures, graphs,
charts or information without acknowledgement of the source.
2. CHEATING. Improper access to or use of any information or material that is not specifically
condoned by the instructor for use in the academic exercise.
Typical Examples Include: Copying from another student's paper or receiving unauthorized
assistance during a quiz, test or examination; using books, notes or other devices (e.g.,
calculators, cell phones, or computers) when these are not authorized; procuring without
authorization a copy of or information about an examination before the scheduled exercise;
unauthorized collaboration on exams.
3. UNAUTHORIZED GROUP WORK. Unauthorized collaborating with others.
Typical Examples Include: Working with another person or persons on any activity that is
intended to be individual work, where such collaboration has not been specifically authorized
by the instructor.
4. FABRICATION, FALSIFICATION, AND MISREPRESENTATION. Unauthorized
altering or inventing of any information or citation that is used in assessing academic work.
Typical Examples Include: Inventing or counterfeiting data or information; falsely citing the
source of information; altering the record of or reporting false information about practicum or
clinical experiences; altering grade reports or other academic records; submitting a false
excuse for absence or tardiness in a scheduled academic exercise; lying to an instructor to
increase a grade.
5. MULTIPLE SUBMISSION. Submitting the same academic work (including oral
presentations) for credit more than once without instructor permission. It is each instructor’s
responsibility to make expectations regarding incorporation of existing academic work into
new assignments clear to the student in writing by the time assignments are given.
Typical Examples Include: Submitting the same paper for credit in two courses without
instructor permission; making minor revisions in a credited paper or report (including oral
presentations) and submitting it again as if it were new work.
6. ABUSE OF ACADEMIC MATERIALS. Intentionally damaging, destroying, stealing, or
making inaccessible library or other academic resource material.
Typical Examples Include: Stealing or destroying library or reference materials needed for
common academic purposes; hiding resource materials so others may not use them; destroying
computer programs or files needed in academic work; stealing, altering, or intentionally
damaging another student's notes or laboratory experiments. (This refers only to abuse as
related to an academic issue.)
7. COMPLICITY IN ACADEMIC DISHONESTY. Intentionally helping another to commit
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an act of academic dishonesty.
Typical Examples Include: Knowingly allowing another to copy from one's paper during an
examination or test; distributing test questions or substantive information about the material
to be tested before a scheduled exercise; deliberately furnishing false information.
8. ATTEMPTING to commit any offense as outlined above.
STUDENT-ATHLETES AND ACADEMIC DISHONESTY
If the student-athlete development staff becomes aware of an academic dishonesty issue from a
professor or student-athlete, the following reporting procedures will be followed:
Associate Director of Athletics for Student-Athlete Development meets with student to
review the University’s Academic Integrity processes, the specific situation, the student’s
rights, and the University’s due process procedures.
The Associate Director of Athletics for Student-Athlete Development ensures the head
coach and position/event coach is informed.
The Associate Director of Athletics for Student-Athlete Development notifies the team
academic advisor, sport supervisor, Athletic Director, Faculty Athletics Representative, and
compliance office via e-mail.
If staff or coaches become aware of an academic dishonesty case, the staff member should report
the situation to the Associate Athletic Director of Student-Athlete Academic Services.
Academic Retention
All students must demonstrate satisfactory academic progress for retention and continued
enrollment at Florida State University. Satisfactory academic progress includes, but is not limited
to, successful completion of credit hours and progression toward completing a degree. The
University reserves the right not to retain students who do not demonstrate satisfactory academic
progress.
Students should refer to the table below indicating the necessary grade point average (GPA) on all
coursework taken at Florida State University required for retention at the University. The Retention
Table takes into consideration the number of semester hours the student has attempted and indicates
the GPA range that will place the student on academic warning or academic probation. Students
who fail to resolve probationary status will be dismissed at the end of the next semester for which
they are enrolled.
A minimum Florida State University GPA of 2.0 ("C") or better and an overall 2.0 GPA on all
college-level work attempted is required for graduation. "College-level work" is interpreted to
mean coursework attempted for credit at the college level, but does not include vocational,
technical, or other courses not applicable toward a degree. Students should maintain at least this
minimum at all times to be in good standing. Statuses of "academic warning," "probation," or
"reinstated from dismissal" do not specifically prohibit a student from participating in
extracurricular activities unless otherwise specified by University policy, rules, or by-laws
29
governing the activity or organization. To be retained in the University, a student must achieve an
overall Florida State University average at the end of each term which, in the judgment of the
University, is sufficiently near 2.0 to permit reaching the 2.0 average by the beginning of the junior
year.
Attempted Hours
Warning GPA Range
Probation GPA Range
1—15
1.5—1.999
Less than 1.5
16—30
1.75—1.999
Less than 1.750
31 or more
—
Less than 2.0
Dismissal: Failure to remove probation by the end of next term.
Warning
As an aid to students in the Division of Undergraduate Studies and lower-division music, dance,
and Bachelor of Fine Arts (BFA) in theatre students (freshmen and sophomores), an "academic
warning" will be included with grade reports at the end of the term if the cumulative average has
fallen below 2.0 but not low enough to place the student on academic probation.
Probation
When any student's grade point average (GPA) falls within the probationary range, the student will
be placed on academic probation for one term. A student on probation must enroll for not less than
twelve and not more than fifteen semester hours during the probationary term. If the student fails to
remove the probationary status by the end of the term, the student will be dismissed.
Students on academic probation who elect to enroll in a Florida public postsecondary institution (or
in an accredited institution within or outside the state) and who receive an Associate in Arts degree
with an overall 2.0 average will have the probationary status and their previous Florida State
University average removed upon application for readmission, and will be guaranteed a maximum
of sixty semester hours.
Dismissal and Reinstatement
The dismissed student must consult the student's academic dean at the time of dismissal about
criteria governing possible readmission to the University. Students dismissed because of low grade
point averages (GPA) may be readmitted by: (1) achieving the required minimum average through
correspondence courses offered by the State of Florida, Division of Colleges and Universities; (2)
30
attending and graduating with an Associate in Arts (AA) degree from a Florida public
postsecondary institution (or a regionally accredited institution within or outside the state) with an
overall college average of 2.0 or higher; or (3) being reinstated by the academic dean (only in
extraordinary circumstances). In the latter case, if the student fails to achieve the required GPA for
unconditional retention during the first term of reenrollment, the student will again be dismissed.
Students are not eligible for readmission after two dismissals.
Consideration of the academic dismissal takes priority over any readmission application and must
be resolved first. Students on dismissal are not eligible for readmission or the readmission appeals
process unless they have first been reinstated by the academic dean. The academic dean is the final
authority for reinstatement considerations. Reinstatement by the academic dean does not constitute
automatic readmission. Students who have been out of the University for more than two
consecutive semesters must go through the readmission process and meet University requirements
and standards.
Under option 2, the student's Florida State University GPA will start over upon readmission. In
addition, the student earning an AA degree from a Florida public institution is guaranteed a
minimum of sixty semester hours.
Grades earned at another institution cannot be used to improve the Florida State University GPA. A
student cannot raise the GPA by taking courses at another institution after receiving the AA degree.
Credit hours earned during any period of dismissal cannot be applied to the minimum one hundred
twenty semester hours required for graduation. The only exception made to this provision is for
credits earned under option 2 above.
All students who enter Florida State University for the first time are assured retention for their
second term. Students may, however, be placed on academic probation at the end of the first
enrolled term.
Graduate students should refer to the "Dismissal" section in the "Academic Regulations and
Procedures" chapter of the Graduate Bulletin.
Academic Integrity and Seminole Creed
The Seminole Creed contains principles members of the FSU community strive to uphold.
Truthfulness
I will be honest and truthful at all times and work for personal and institutional integrity at Florida
State University.
Through being honest and truthful about the authors of work that they submit, students are
fulfilling their promise to uphold truthfulness.
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Respect
I will show respect for others, the University, the community, and myself
Students can show respect for others by giving others the credit for their work. Students also show
respect for themselves by pursuing original thought. By maintaining academic integrity students
are showing respect for their professors and for the integrity of their degree.
Excellence
I will pursue excellence in my learning and living in the University and beyond.
Students can pursue excellence through pursuing original thought and striving to present their
work in the accordance with standards the developed by their academic community.
Freedom of Speech and Inquiry
I will support academic freedom, including the right of dissent and freedom of speech.
Through engaging in original thought, students utilize their opportunity freedom of speech and
inquiry.
Diversity
I will learn from and about those who are different and work to make the University inclusive.
Through expressing original thoughts students are contributing to the diverse viewpoints that exist
within the FSU community.
Justice
I will treat others in a fair manner and strive to make the University a community of justice.
Students can fulfill their promise to uphold justice by bringing to their professor’s attention
incidents of academic dishonesty. This will ensure that each student’s work is being measured
fairly.
Citizenship
I will act as a responsible citizen in the University and beyond, participating in those activities
fostering citizenship.
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Through upholding the standard of the Academic Honor Policy students are being responsible
citizens of the University. Students can also be responsible citizens of the University by serving as a
hearing panel member.
Discovery
I will take time for adventure, discovery, fun, excitement and friendship.
By taking time to explore different ideas, students are on an intellectual adventure.
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203 – STUDENT SERVICES AND PERSONAL
DEVELOPMENT
The Office of Student Services and Personal Development administers a number of programs
that are a part of the NCAA Student-Athlete Affairs program. This program of personal
development is the cornerstone of the athletics department division of student services.
MISSION STATEMENT AND GOALS
Character, intellect, and athletic ability are the combined qualities that make a student a
candidate for athletic participation at Florida State University. Once those qualities have been
demonstrated, the Department of Athletics is committed to a program that will develop student-
athletes’ athletic skills and prepare them for rewarding careers.
Academics
To promote academic excellence and support the efforts of every student-athlete to earn a
degree,
Athletics
To support the development of athletic potential with a commitment to sportsmanship and
teamwork,
Personal Development
To enhance personal development by emphasizing the qualities of leadership,
Community Service
To establish a commitment of service to others as a foundation for a balanced lifestyle, and
Career Development
To foster the development of meaningful careers.
PERSONAL DEVELOPMENT PROGRAM
All student-athletes have access to Personal Development Programs provided by the Department
of Athletics and the University. Each team can select from a menu of Seminole Success
Seminars and short workshops on the
following topics: Academic Skills, Goal Setting, Time
Management, Media Relations, Sports
Psychology and Performance Enhancement, Internships,
Cooperative Education and Summer Jobs, Resume Writing, Interviewing, Dining Etiquette,
Understanding Diversity, Dealing with Authority, Service to the Community, and various
34
topics on Sports Nutrition. Arrangements for these opportunities may be made by the Head
Coach contacting the Office of Student Services to schedule a program for their team.
LEADERSHIP DEVELOPMENT
Student-athletes are encouraged to develop their leadership skills by participating in
opportunities provided within the University and the Department of Athletics. Opportunities to
develop leadership skills exist with the Student-Athlete Advisory Council, Athletic
Ambassadors, Football Leadership Council, W.I.L.D. Women (Women In Leadership
Development), R.E.A.L. Men (Reliable, Educated, Approachable, Leaders) and through
seminars offered by the Athletics Department and the University.
STUDENT-ATHLETE ADVISORY COUNCIL (SAAC)
The Student-Athlete Advisory Council (SAAC) is comprised of representatives of each of the 20
varsity athletic teams. The SAAC serves as an advisory organization to the Office of Student
Services and to the Department of Athletics. SAAC members are selected by the current SAAC
representative and the Head Coach. The SAAC meets twice a month on Sunday evenings. All
representatives are expected to attend unless there are conflicts with participation.
SAAC Objectives
a) Serve as a liaison between the athletic teams and the Office of Student Services in the
development of support services and enrichment programs for student-athletes
b) Emphasize academic opportunities and responsibilities of student-athletes in their college
experience
c) Encourage student-athletes to apply what is learned in athletics to their course of study
and ultimately, to their career development
d) Assist in the implementation of orientation programs for student-athletes
e) Promote positive relationships between student-athletes, the staff, the faculty of the
University, and the residents of the community
f) Assist in the implementation of programs that will promote a positive image of
intercollegiate athletics and student-athletes
ATHLETIC AMBASSADORS
The Athletic Ambassadors are student-athletes who will serve as liaisons to various
organizations on campus and in the community. Their primary responsibility will be to serve as
hosts and hostesses for Seminole Booster events and events as needed by University Relations.
They will serve as tour guides, hosts, etc. for Department of Athletics events. These students
will exhibit excellent communications skills and a desire to serve the university.
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CAREER PLANNING AND PLACEMENT
The Office of Student Services and the University’s Career Center are committed to providing
student-athletes with services that will enable them to find employment during and after their
enrollment at Florida State. Through a partnership with FSU’s Career Center, the Office of
Student Services provides a wide variety of career services to student-athletes.
Individual Career Counseling
The University Career Center offers individual career counseling free of charge to FSU student-
athletes. Help on resumes, career strategies, networking, graduate school information, and other
topics are available.
The Career Center
Florida State University’s Career Center is one of the best university career centers in the nation.
The Office of Student Services works in cooperation with the Career Center to provide student-
athletes with the wide variety of services offered. Some of these services include career
workshops, career/internship placement, career fairs, on-campus interviewing, and a
comprehensive resource library.
Seminole Job Services
Seminole Job Services strives to provide student-athletes with a series of employment options
during vacation periods and, with proper approval, the academic year. The Department of
Athletics maintains a list of employers interested in hiring for regular or part-time employment.
The University’s website also contains a list of the jobs that are available on campus.
Internships
The University’s Career Center offers a number of internships in the summer and during the
school year. Internships in your chosen field of work are highly recommended for all student-
athletes.
SEMINOLE SPIRIT COMMUNITY SERVICE
The University’s Center for Civic Education partners with athletics to enable all student-athletes
to develop a lifelong commitment to service. Students and their coaches select their projects and
turn in participation forms to the Office of Student Services. All calls from people or agencies
from the community are routed to the Office of Student Services and Personal Development.
A staff member evaluates the request as to compliance with NCAA regulations. These requests
are signed by a Student Services staff member as the designee for the Athletics Director.
The Athletics Director’s Cup for Service was initiated by the Department of Athletics during
the 1996-1997 academic year to promote community service participation among all teams. In
addition, this annual award helps to recognize the thousands of hours of community service FSU
36
student-athletes have completed.
ACC Top Six for Service identifies the top six individuals who made outstanding contributions
to the community. These awards are provided by the ACC and are given at the Golden Nole
Awards Banquet.
FINANCIAL AID
Financial aid at Florida State University can take many forms including loans, grants,
scholarships, and work study programs. In order to apply for any financial aid, student-athletes
must fill out a Free Application for Federal Student Aid (FAFSA). This application is available
on-line. Once the student-athlete has completed the form and it has been processed, the federal
government determines a student’s financial need. Most grants and work-study programs are
based on need. Even if a student does not have financial needs, as determined by the federal
government, he or she may still be eligible for student and/or parent loans. Grants and loans may
be separate from the student-athlete’s athletics grants-in-aid. (Athletics grants-in-aid are
administered by the Compliance Office.) All financial aid must be approved by the Financial
Aid Office in consultation with the Athletic Compliance Office prior to distribution.
Pell Grant
A federal need-based grant that is available to undergraduate students. Does not have to be paid
back. Approximate maximum award: $5,645.
Federal Stafford Loan (Subsidized)
A federal need-based loan that pays varied amounts depending on the enrollment level of the
student (i.e., freshman, sophomore, junior, senior). The federal government pays all interest
accrued while the student is enrolled full time. Approximate maximum awards: Freshman
$5,500 up to Senior $7,500.
Federal Stafford Loan (Unsubsidized)
A federal loan that is not based on need and pays varied amounts depending on the enrollment
level of the student (i.e.,freshman, sophomore, junior, senior). All students admitted to degree
seeking programs are eligible. The borrower is responsible for paying all interest cost associated
with this loan. Interest payments may be deferred and accrued as part of the principal until the
student graduates. Maximum award: Freshman $5,500 up to Seniors $7,500.
Federal Loan for Parents (FPLUS)
A parent may borrow for a dependent degree-seeking student. Both the parent and the student
are required to sign the FAFSA. Payments begin on FPLUS loans immediately upon
disbursement. A parent can borrow up to the total cost of education minus any other financial
aid the student may receive.
37
NCAA POSTELIGIBILITY GRANT-IN-AID
Post-eligibility aid is granted to deserving student-athletes for purposes of graduation only.
Factors such as academic performance, summer school attendance, eligibility, and individual
circumstances will contribute to the amount of 5
th
year aid one receives. Recommendation from
the Head Coach, academic counselor, and administrative approval will dictate any 5
th
year aid.
STUDENT FINANCIAL SERVICES
Student Financial Services includes the offices of the cashier and bursar.
It has two primary purposes:
a) Collect tuition and other university debts from students
b) Disburse financial aid to students
Students may visit SFS
a) Online at http://www.sfs.fsu.edu/ for specific financial information
or
b) In person at A1500 University Center A, corner of Pensacola Street and Champion’s
Way
Also see Students First
a) Online at http://www.studentsfirst.fsu.edu for general student concerns, including
a link to university map, showing the location of UCA
or
b) In person at A1500 University center A, corner of Pensacola Street and Champion’s
Way
NCAA SPECIAL ASSISTANCE FUND
Administrative Policies and Procedures
I. Clothing and Essential Items
38
POLICY
All Pell Grant eligible student-athletes (with the exception of first year, non-recruited walk-ons)
can receive this portion of the Special Assistance Fund (SAF). (International student-athletes are
eligible pending approved CFR documentation)
Eligible student-athletes are strongly encouraged to apply at the SAF orientation meeting in
September, although they may apply at any time at the Office of Student Services.
Checks will be direct deposited after approval. International student-athletes will have to pick up
their actual check in the Office of Student Services.
PROCEDURE
a) Prior to the fall semester, a report of all Pell eligible individuals is generated in order
to identify those eligible for the Special Assistance Fund.
b) Each student-athlete completes the Special Assistance Fund application. The
student-athlete’s financial aid status must be checked through the OMNI computer
system or the master financial aid roster (i.e.- verify Pell grant and Grant-in-aid) by a
member of the Student Services Staff.
c) The application is then forwarded to the Compliance Office. Once verified and
signed by the Compliance Officer, the application is then forwarded to the Office of
Financial Aid for approval.
d) After compliance and financial aid approval, one copy is forwarded to the Business
Office.
e) Within 14-21 days, the check will be direct deposited into the individuals checking
account
f) At the conclusion of each term, the Office of Student Services will forward a copy of
a Special Assistance Fund summary sheet to the Office of Compliance.
II Expendable Course Supplies
POLICY
Pell Eligible student-athletes will be reimbursed for expendable course supplies purchased while
enrolled in specialty courses (i.e.-art, graphic design, engineering, etc.).
A course syllabus listing the requisite supplies and all applicable receipts must be turned in to the
39
Office of Student Services.
PROCEDURE
a) If a student-athlete is enrolled in a class that requires special, expendable supplies
he/she should bring their syllabus to the Office of Student Services.
b) If the needed expendable supplies meet the requirements of the Special Assistance
Fund and the student-athlete is Pell eligible, then the student-athlete is cleared to
purchase the required item(s) at any store of the student-athlete’s choosing.
c) Once the student-athlete has purchased the required item, they will have to take the
receipt to the Office of Student Services.
d) Once the receipt is turned in, a staff member in Student Services will complete the
Special Assistance Fund application and the appropriate reimbursement form. The
student-athlete is required to sign both forms.
e) The student-athlete’s financial aid status must be checked (same as clothing/essential
item procedure) and then forwarded to both compliance and financial aid.
f) Upon approval from compliance and financial aid, the completed application is
logged and the request is submitted to the Business Office.
g) The reimbursement check for the expendable supplies will be available for pickup in
the Student Services office within approximately two weeks, where the student-
athlete will pick it up.
40
III. Medical/Dental/Vision
POLICY
The Athletic Training Room staff will make all referrals for emergency medical/dental/vision
procedures and will determine that the procedure or item is absolutely necessary.
Only scholarship student-athletes qualify for this portion of the fund.
Student-athletes will be limited to a $300 maximum on glasses.
The SAF will be billed only after the student-athlete’s personal or family insurance has paid, if
applicable.
MEDICAL / DENTAL / VISION PROCEDURE
If a student-athlete has a medical/dental/vision concern, they should report that condition to their
trainer.
The Training Room consults with the Office of Student Services to determine SAF eligibility.
The student-athlete must be on scholarship in order to receive services paid for by the
Special Assistance Fund.
Upon verification that the student-athlete is SAF eligible, the Training Room will make the
appointment for the student-athlete (at which time an estimate is requested) and forward a
completed SAF application to the Office of Student Services.
When the bill is received for the services and/or items needed, the Office of Student Services
will forward the application to compliance and financial aid.
Special circumstances may be considered under administrative review.
IV. Emergency Travel
POLICY
Emergency travel will be limited to the death or imminent death of a parent, sibling, or child.
Consideration will be given to those who have “alternative” family situations (i.e.- guardian).
Other family emergencies not covered by the Special Assistance Fund may be given
consideration using other options, such as a NCAA Incidental Waiver.
Use of the SAF for emergency travel purposes must be for Pell eligible student-athletes or
41
student-athletes demonstrating financial need. (Financially needy Int’l student-athletes may
qualify as certified by International Student Center)
The Office of Student Services will contact a representative of the funeral home or hospital to
verify the relationship to the deceased or to verify the condition of the critically ill family
member.
All applications for emergency travel should originate with the Office of Student Services and
the Family Emergency Travel Checklist must be filled out.
EMERGENCY TRAVEL PROCEDURE
If a student-athlete encounters a family emergency, they should come to the Office of Student
Services. Likewise, if a member of the administration or coaching staff encounters a student-
athlete who is facing a family emergency, they should also refer them to the Office of Student
Services.
If it is determined that a student-athlete qualifies for assistance under the emergency portion of
the Special Assistance Fund, then the Office of Student Services will make the arrangements for
the student-athlete to travel home, or to the funeral/hospital site.
The specific information listed in the Family Emergency Travel Checklist will be gathered and a
member of the Student Services staff will contact a representative of the hospital/funeral home in
order to verify the relationship of the affected family member and the relationship to the student-
athlete. Signatures will be obtained from the appropriate Student Services and Compliance
personnel.
Once verification has taken place, a member of the Student Services staff will contact the travel
agency and schedule the trip.
One of the Student Services staff will complete a Special Assistance Fund Application, which
the student-athlete will sign prior to departing.
If the student-athlete is experiencing a family emergency other than with immediate family (i.e.-
grandmother/grandfather, uncle, aunt) then they may be considered for SAF assistance, or
perhaps under an NCAA Incidental Waiver, which must be approved by the Office of
Compliance and by the appropriate administrator supervising that sport. Approval is required
before travel arrangements can be made.
42
Note: A NCAA Incidental Waiver is separate from the Special Assistance Fund and the travel
cost will be billed to the applicable sport budget. Additionally, it is not guaranteed that the
NCAA will approve an Incidental Waiver. If the NCAA refuses a waiver, the student-athlete
will be required to reimburse the Athletics Department for the cost of the airline ticket.
Student-Athlete Opportunity Fund (SAOF)
The NCAA set up the Student-Athlete Opportunity Fund to assist student-athletes. In order to
receive aid from the Student-Athlete Opportunity Fund (SAOF), student-athletes must submit a
Student-Athlete Opportunity Fund application form, signed by the referring administrator (coach,
academic advisor, trainer, etc) with a detailed explanation. The application form will be reviewed
in a timely fashion by the SAOF Review Committee. Upon approval and signature by the
Associate Athletic Director for Compliance or designee, funds will be requested and/or
distributed. Any and all funds distributed must be directly applicable to the student-athlete
receiving the funds. Falsifying records or failure to provide appropriate documentation within the
given time frame of the release of funds will result in the student-athlete reimbursing Florida State
University. Medically disqualified and fifth-year aid student-athletes may also qualify. Student-
athletes are not required to be on scholarship, but please note: first year non-recruited student-
athletes do not qualify, barring extraordinary and extenuating circumstances dependent upon
committee approval.
All SAOF transactions will be documented with the necessary NCAA/ACC paperwork for
submission annually.
SAOF Review Committee
Chairman:
Members: Associate Athletic Director of Compliance
Financial Aid Specialist
Director of Athletic Academics
Sr. Associate Athletic Director
Sr. Associate Athletic Director/SWA
Director of Sports Medicine
Coordinator of Student Services
43
I.
Educational Expenses and
Fees
POLICY
•
The Student Athlete Opportunity Fund cannot provide school supplies that would be
considered as part of a scholarship under NCAA rules.
•
Any graduate school entrance exam fees and program entrance exam fees may be reimbursed
with proof of payment, for student-athletes and needing exam for eligibility.
•
Any student-athlete interested in participating in the Study Abroad Program will be able to
apply for assistance through the SAOF. Any approved applications will be limited to a
maximum of $2,000. Student-athletes applying for assistance for the Study Abroad Program
must provide the following:
1. Copy of Acceptance Letter into the Study Abroad Program
2. Projected budget of required and recommended materials
3. A release waiver from the Director of Athletic Academics verifying the student-
athlete will not miss any regularly scheduled classes
4. A release waiver from the Head Coach verifying that the student-athlete will not be
missing any regular or post-season competition
•
The FSU Athletic Department will pay for Summer School in accordance with a merit-based
priority system and dependent upon the availability of funds. The Athletic Department
reserves the right to refuse funding to any student-athlete who has failed to comply with
minimal expectations.
•
Any student-athlete seeking financial support for summer school must complete the
following in order to be considered for Summer School funding.
SUMMER SCHOOL PROCEDURE
1. Obtain a Summer School Application from the Athletic Academic Advising Office and fill
out page one.
2. Have your Academic Advisor fill out page two of the Application.
3. Attach a copy of your SASS report (if you are a Freshman or Sophomore).
4. Attach a copy of your Departmental Graduation Check (if you are a Junior or Senior).
5. Turn in the ENTIRE APPLICATION to your Academic Advisor no later than
the due date
designated by the Director of Athletic Academic Services.
6. In order for a walk-on to obtain financial assistance for summer school through SAOF, they
must be placed on athletic aid for the following year and all necessary documentation is on
file in the compliance and financial aid offices prior to SAOF approval of summer aid.
44
II. Personal and Family Expenses
POLICY
•
Emergency travel will be limited to the birth of a child, death or imminent death of a
parent, grandparent, sibling, or child. Consideration will be given to those who have
“alternative” family situations (i.e.- guardian). Other family emergencies not covered by
the Special Assistance Fund may be given consideration by the SAOF Committee.
(International student-athletes may qualify as well).
•
In the event of a birth of a child, or the death or illness of a family member the Office of
Student Services will contact the appropriate representative of the hospital or funeral home
to verify the relationship to the child, the deceased or to verify the condition of the critically
ill family member.
•
All applications for emergency travel should originate with the Office of Student Services
and the Family Emergency Travel Checklist must be completed.
•
All non-emergency travel must be requested in writing to the committee. The committee
will have the option to pay up to half of the expense to travel home, once during the student-
athletes four or five year career at the university. The committee will have the right to pay
more than half, if there are mitigating circumstances that validate the request.
•
In the event a parent or guardian must be present for a major surgery or medical emergency,
travel must first be approved by the Director of Sports Medicine, then brought to the SAOF
Committee for approval. Upon approval, travel will be coordinated through a Florida State
Athletic Travel Representative. Any reimbursement for mileage or lodging will be set at the
state reimbursement rate at the discretion of the SAOF Committee.
EMERGENCY TRAVEL PROCEDURE
1. If a student-athlete encounters a family emergency, he or she should come to the Office of
Student Services. Likewise, if a member of the administration or coaching staff encounters a
student-athlete who is facing a family emergency, they should also refer them to the Office of
Student Services.
2. If it is determined that a student-athlete qualifies for assistance under the emergency portion
of the Student-Athlete Opportunity Fund, the Office of Student Services will make the
arrangements for the student-athlete to travel home, or to the funeral/hospital site.
3. The specific information listed in the Family Emergency Travel Checklist will be gathered
and a member of the Student Services staff will contact a representative of the
hospital/funeral home in order to verify the relationship of the affected family member and
45
the relationship to the student-athlete. Signatures will be obtained from the appropriate
Student Services and Compliance personnel.
4. Once verification has taken place, a member of the Student Services staff will contact the
travel agency and schedule the trip.
5. One of the Student Services staff will complete a Student-Athlete Opportunity Fund
Application, which the student-athlete will sign prior to departing.
6. This application will be forwarded to the Associate Athletic Director for Compliance for
approval.
7. If the student-athlete is experiencing a family emergency other than with immediate family
(i.e.- grandmother/grandfather, uncle, aunt) then he or she may be considered for SAOF
assistance. Approval is required before travel arrangements can be made.
III. Health and Safety Expenses
POLICY
•
The Athletic Training Room staff will make all referrals and sign off for emergency
medical/dental/vision procedures that are determined to be absolutely necessary.
•
Dental procedures will be limited to a $2,000 maximum within the four or five years of the
student-athlete’s career at the university and must be approved by the SAOF Committee.
•
Student-athletes will be limited to a $300 maximum on glasses.
•
The SAOF will be billed only after the student-athlete’s personal or family insurance has
paid, if applicable, as well as any athletic department insurance that might be available.
•
All health care related procedures must be performed by Sports Medicine approved medical
professionals.
MEDICAL / DENTAL / VISION PROCEDURE
1. If a student-athlete has a medical/dental/vision concern, he or she should report that condition
to their trainer.
2. The Training Room consults with the SAOF Committee to determine SAOF eligibility.
3. Upon verification that the student-athlete is SAOF eligible, the Training Room will make the
appointment for the student-athlete (at which time an estimate is required) and forward a
completed SAOF application to the SAOF Committee.
4. When the estimate and application are received for the services and/or items needed, the
46
Office of Student Services will forward the application to the SAOF Committee for approval.
5. Special circumstances may be considered under administrative review by the SAOF
Committee.
IV. Miscellaneous - Expendable Course Supplies
POLICY
•
Student-athletes can be reimbursed for course supplies purchased or rented.
•
A course syllabus listing the requisite supplies and all applicable receipts must be submitted
to the SAOF Committee, and the student-athlete must be referred by a member of the
Athletic Academics staff.
•
The Student-Athlete Opportunity Fund will not reimburse any optional course related
activities that are considered disadvantageous to the health and safety of the student-athlete
requesting assistance.
•
In regards to computers and/or computer accessories, the standard will be to reimburse up
to $500 towards total cost of the computer or computer accessory. If there is mitigating
circumstances, the SAOF Committee has the ability to increase the amount given above
$500, if the request is warranted and valid. Student-athletes will only be reimbursed for
computers or computer accessories purchased within the time frame of entering FSU and
prior to the semester preceding graduation.
•
Academic tools and programs for student-athletes with documented learning disabilities can
be requested by Athletic Academic Support, in writing, to the SAOF Committee. If granted it
will then be the responsibility of Athletic Academic Support to maintain the equipment and
keep inventory of the uses. In addition, they ensure that the tools and programs are only
being
used by those students that need the assistance.
EXPENDABLE COURSE SUPPLIES PROCEDURE
1. The student-athlete should contact his or her Academic Advisor, who will verify the need for
additional educational materials for the specific class as per the class syllabus. Upon
verification, student-athlete will be referred to the SAOF Committee.
2. Each student-athlete completes the Student-Athlete Opportunity Fund application, including
obtaining signatures from the Director of Athletic Academics and a full time member of the
coaching staff. If the needed supplies meet the requirements of the Student-Athlete
Opportunity Fund and the expenditure is approved by the SAOF Committee, the student-
athlete is cleared to purchase the required item(s) at any store of the student-athlete’s
choosing.
47
3. Prior to submitting the application to the SAOF Committee, the student-athlete must sign the
form and attach the appropriate documentation for their purchases.
4. The application is then forwarded to the Associate Athletic Director for Compliance for
final approval.
5. Upon approval from Compliance the completed application is logged and the request is
submitted to the business office.
6. The student-athlete will be contacted to pick up their reimbursement check for the expendable
supplies in the Office of Student Services within approximately two weeks of approval of
application.
V. Miscellaneous - Clothing and Essential Items
POLICY
•
All needy student-athletes, as determined by the SAOF Committee (with the exception of
first year, non-recruited walk-ons) are eligible to receive this portion of the Student-Athlete
Opportunity Fund if approved and if not already covered by the Special Assistance Fund.
•
Student-athletes may apply at any time with the SAOF Committee.
•
Checks will be available for pick up approximately two weeks after receipt of a completed
application.
•
Student-athletes seeking reimbursement for clothing items purchased in conjunction with
the Seniors in Transition Course are eligible for reimbursement up to $150 after meeting
the following criteria:
- The student-athlete requesting reimbursement must be within 30 days of graduation,
or receive a special exception for the SAOF Committee.
- Fill out an application that must be approved by the student-athlete’s academic
advisor or Director of Athletic Academics.
CLOTHING AND ESSENTIAL ITEMS PROCEDURE
1. Each student-athlete completes the ACC Student-Athlete Opportunity Fund application
including obtaining the appropriate signatures and providing proof of purchase. Note: For
Seniors in Transition, an SAOF application will need to be completed including signatures
48
Director of Student Services, and a full time member of the coaching staff.
2. The application is then forwarded to the SAOF Committee. Once approved by the
committee, it is then verified and signed by the Associate Athletic Director for Compliance.
3. The student-athlete will be contacted to pick up their reimbursement check for the expendable
supplies in the Office of Student Services within approximately two weeks of approval of
application.
4. At the conclusion of each term, the SAOF Committee will prepare a report that will detail all
transactions of the term.
VI. Other - Miscellaneous
POLICY
•
Student-Athletes may be eligible for funds for a variety of circumstances too far-ranging to
list. Their eligibility for help through the Student-Athlete Opportunity Fund will be solely
determined by the SAOF Committee. The committee will meet on a case by case basis to
determine eligibility, and in most cases, these referrals will come from, and need to be signed
off on, by their particular sport coaches.
•
A department in athletics can submit a request to the SAOF Committee for financial
assistance, through the Student-Athlete Opportunity Fund. This proposal must be in
writing to the committee. The request must be based upon the fact that the student-
athlete (s) will benefit from the request and meet NCAA rules.
MISCELLANEOUS PROCEDURE
1. If a student-athlete has a situation arise that might make them eligible for assistance within
the boundaries of the Student-Athlete Opportunity Fund, they should be referred to the SAOF
Committee by their coach.
2. An SAOF application form will be filled out and submitted to the SAOF Committee for
review.
3. Upon approval, the completed application form (including appropriate referring signature) is
forwarded to the Associate Athletic Director of Compliance for final approval.
4. The student-athlete will be contacted to pick up their reimbursement check for the
expendable supplies in the Office of Student Services within approximately two weeks of
approval of application.
IDENTIFICATION AND TREATMENT OF EATING DISORDERS
49
The Department of Athletics is dedicated to ensuring the safety and good health of each and
every student-athlete at Florida State University. Because eating disorders are a serious health
threat that requires prompt medical attention, a plan was developed to educate staff in
recognizing signs and symptoms of eating disorders to enable staff to respond to at risk
individuals. A treatment plan is in place for intervention and/or referral for a student-athlete who
displays signs or symptoms of disordered eating behavior. Florida State University has
established a multidisciplinary team to recommend intervention and treatment of disordered
eating and weight management.
Education
a) Education for Staff
All Athletics Department staff will be required to respond to any at risk individuals.
Annual seminars will be available for all staff covering topics including, “Steps Coaches
Can Take to Prevent Disordered Eating in Their Athletes,” and “How to Identify
Disordered Eating in Athletes.”
Team weigh-ins or body composition measurements may only be conducted by Nutrition
or Strength & Conditioning Staff, training will only be performed for safety, hydration or
other medical reasons deemed necessary by the multidisciplinary team. Confidentiality
concerning a student-athlete’s body weight, body composition and eating behaviors will
be maintained. Comments concerning body weight, body composition or diet of a
student-athlete will be avoided.
b) Education for Students
All incoming freshman will receive education, information and referral sources about
eating disorders and eating disorder prevention.
Identification
Recognizing Signs and Symptoms of Disordered Eating
Student-athletes should be referred to the Sports Nutritionist for an assessment if one or more of
the following symptoms of disordered eating are present:
a) Body weight below 90% IBW, BMI under 18.5 and/or % body fat under 18%
(females only)
b) Amennorhea or oligomenorrhea
c) Stress fracture, repeated stress fractures or multiple stress fractures
50
d) Slow healing time for injuries, repetitive injuries
e) Physical signs and symptoms including: obvious decrease in body weight or body fat,
extremely low body weight, thinning of hair, dental problems, swollen glands
f) Admits to bingeing, purging (excessive exercise, laxatives, vomiting) using diet pills
or diuretics, strict dieting, restrictive eating, vegetarian, chewing and spitting out food
or other unusual dieting practices
g) Participating in additional exercise, in addition to regular workouts or practices, not
heeding advice from coach or trainer concerning injury, recovery time, etc.
h) Unwilling to meet with Sports Nutritionist or other health professional for body
weight or nutrition concerns
i) Non-compliant during consultation sessions with medical staff or nutritionist
(refusing to be weighed, refusing to allow help/assistance, etc.)
j) Appears depressed and unwilling to participate in social events, team dinners, etc.
k) Distorted body image, makes comments concerning body weight, body fat, etc.
l) Weighing frequently, denying hunger, preoccupied with food, calories, nutrition or
cooking
Referral
Intervention and Treatment or Referral
Plan of Action for Student-athlete at Risk for Disordered Eating
The staff member or coach should:
a) Gather specific information regarding the behavior of the student-athlete and then
refer him/her to an athletic trainer, sports nutritionist, team physician or administrator.
or
b) Contact the athletic trainer, sports nutritionist, team physician or administrator
directly with their concerns about the student-athlete who is suspected of disordered
eating behavior.
Diagnosis and Treatment
51
A sports medicine multidisciplinary team including the sports nutritionist, a team athletic trainer,
a strength and conditioning coach and the team physician and will consider requests for body or
weight modification of a student-athlete. An administrator will be an ex-officio member of the
multidisciplinary team.
The athletic trainer, sports nutritionist, team physician or administrator will arrange to meet with
the student-athlete to discuss the concerns raised regarding his/her disordered eating behavior.
The following steps may be taken:
a) Monitor, with no direct intervention
b) Refer for psychological counseling
c) Refer for nutrition counseling
d) Request that the team physician evaluate the student-athlete for full physical
including blood work, EKG (if necessary) and DEXA (if necessary)
e) Require student athlete maintain minimal bodyweight as determined by physician
(dropping below recommended body weight will result in dismissal from
participation for one week)
The team physician may warrant further intervention or medical clearance for the student-athlete
to return to full participation in intercollegiate athletics. If medical clearance is recommended for
the student-athlete the head athletic trainer will be notified immediately by the team physician.
If further intervention is necessary, the team physician in conjunction with the head athletic
trainer, sports nutritionist and a psychotherapist will devise a treatment plan for the student-
athlete. Treatment of at least individual therapy consultations, individual nutrition consultations
and periodic medical evaluations will be provided to the student-athlete with an eating disorder.
Appropriate referrals will be made for individual counseling and in cases where more intense
treatment is deemed necessary. The team physician, head athletic trainer and other staff shall act
in the best interest of the student-athlete.
Guidelines for payment for further intervention include:
a) insurance of the student-athlete will be used for payment if available
b) funds may be available for student-athlete if needed including Special Assistance
Fund (Pell Grant Recipients), Sports Medicine, or Sport Budget.
A Sports Medicine Treatment Team (Multidisciplinary Team) will be assembled to develop a
52
final plan and written compliance contract for each student-athlete with an eating disorder. The
treatment team shall consist of the following members:
Team Physician
Athletic Trainer(s) – supervisor and individual sport
Sports Nutritionist
Therapist/Counselor
Other professional/administrator
Any member of the treatment team may call a meeting of the group.
Monthly meetings will be scheduled by the Sports Nutritionist.
The student-athlete may or may not be cleared for athletic participation following review from
the sports medicine team. All decisions related to athletic participation are made by the team
physician.
The plan and compliance contract developed by the sports medicine team will include a process
for determining the student-athlete’s compliance with the contract and the consequences if the
student-athlete should not keep the contract. (See following page)
DLU:8/1/13
53
Contract for Healthy Lifestyle
Department of Athletics, Florida State University
Student-athlete: Date:
Concern:
Goals:
Actions
toward goal:
54
204 – COMPLIANCE
MISSION STATEMENT
Florida State University is committed and obligated to the principle of institutional control in
operating its athletics program in a manner that is consistent with the letter and the spirit of the
NCAA, ACC, and University rules and regulations.
The Compliance Office coordinates, monitors, and verifies compliance with all NCAA
requirements and educates the various constituencies of the University and the community
regarding NCAA/ACC regulations. The Compliance Office is dedicated to providing
educational programs and interpretive support to ensure that all individuals involved with the
athletics program understand and adhere to the university’s compliance expectations.
The Athletics Department is committed to the principle of institutional control through the
education of coaches, staff, student-athletes and other individuals within the athletics program.
The Compliance Office has put into place monitoring procedures and educational programs that
provide guidance in how to work within the rules. Each individual within the Athletics
Department is obligated to maintain competency in knowledge of rules, to act within his or her
realm of responsibility in full compliance with the rules and to report any information concerning
possible violations of NCAA and ACC legislation or institutional policy to his/her supervisor in
a prompt manner.
When a violation occurs, the Associate Athletics Director for Compliance and Legal Affairs
conducts an investigation and reports the findings to the Director of Athletics and the Faculty
Athletics Representative. Rules violations are reported to the conference office and NCAA with
copies going to the President, FAR, Conference Commissioner, Director of Athletics, and any
staff members involved. Appropriate self-imposed penalties will be included as well as any
corrective action that was taken to rectify the situation that caused the problem.
The Compliance Office is located in University Center D and is staffed by the Associate
Athletics Director for Compliance, the Assistant Director for Compliance, the Compliance
Coordinator and interns/graduate assistants.
It is the goal of the compliance program to place the university in a pro-active position by
educating, overseeing, and monitoring the intercollegiate athletics program and maintaining a
positive compliance environment.
GAMBLING
It shall be the responsibility of all student-athletes, coaches, and administrators to conduct
themselves with integrity regarding gambling activities. These individuals shall not knowingly
provide information to any one affiliated with gambling activities concerning intercollegiate
55
athletics competition. They shall not solicit or accept a bet on any intercollegiate team, and shall
not wager anything of tangible value.
Further, these individuals shall not participate in any gambling activity that involves
intercollegiate athletics or professional athletics, through a bookmaker, a parlay card or any other
method employed by organized gambling. The use of the Internet shall be prohibited for the
purpose of any gambling activity involving intercollegiate athletics or professional athletics.
Finally, a prospective or current student-athlete found in violation of this gambling policy, or
NCAA Bylaw 10.3, shall be subject to becoming ineligible for further intercollegiate
competition. An institutional staff member found in violation of this policy shall be subject to
disciplinary or corrective action by the Athletics Director.
(Adopted
07/99)
NCAA OPERATING BY-LAWS
ATHLETICS DEPARTMENT STAFF ATHLETICALLY RELATED INCOME
BYLAW: 11.3.2
PURPOSE: Report athletically related income per NCAA rules.
FORMS: Athletics Department Staff Athletically Related Income Form
PROCEDURE: Forms to be completed by Athletics Department staff member, reviewed
and signed by the Chief Executive Officer prior to receiving a benefit from
an outside source.
Submitted to the Athletics Director at the beginning of the academic year
or when an athletics department staff member enters into a contractual
agreement to receive athletically related income and/or benefits (for
amounts over $500.00).
COACHES CERTIFICATION TO RECRUIT OFF CAMPUS
BYLAW: 11.5.1
PURPOSE: To certify that coaches have an understanding of the NCAA rules. It is
required by the NCAA and is done institutionally.
PROCEDURE: At the end of each academic year, all coaches must take the NCAA
Coaches Certification Exam. The NCAA requires a minimum 80% score
on the test in order to be certified. The test is administered by the Faculty
Athletics Representative or a representative from the ACC.
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DECLARATION OF COACHING STAFF
BYLAW: 11.7.1.1
FORMS: Declaration of Coaching Staff Form
PURPOSE: This form identifies the number of coaching staff members.
PROCEDURE: Before each academic year, the Head coach will declare his or her
coaching and support staff. This form is required by the NCAA.
ATHLETE/AGENT REGISTRATION
BYLAW: 12.3
FORM: Player-Agent Registration Form
PROCEDURE: The Florida State University Athletics Department requires all prospective
athlete agents, who are seeking to represent current FSU student-athletes
in their future professional sport careers, to register with the FSU
Professional Sports Counseling Panel (PSCP). This panel meets
periodically with FSU student-athletes who have professional sport
aspirations, throughout the course of the academic year, to discuss policies
regarding agents, disability insurance, advice on the current market value
of certain draft picks, and to provide information on agents who have
registered with the university’s PSCP and to provide a list from the state
department of professional regulation of those agents who are registered
with the state of Florida as an athlete-agent. Failure to register as an
athlete-agent with the state of Florida is a third degree Felony for those
agents who provide their services to any of the state’s student-athletes.
Whenever an agent is identified as one seeking to represent FSU student-
athletes (either through their own correspondence with FSU, through the
student-athletes identifying names of agents corresponding with them or
through any other dialogue that would identify such agents as those who
are seeking to represent FSU student-athletes), that agent and/or firm is
sent an Athlete-Agent Registration Packet. The Athlete-Agent
Registration Packet includes an FSU Player-Agent Registration Form, an
NCAA information packet that covers NCAA rules regarding student-
athletes and agents, along with a form cover letter to that agent in an effort
to get the agent to register with the university and the state of Florida as an
athlete-agent. The cover letter must be signed by the Assistant Athletics
Director for Compliance before the Athlete-Agent Registration Packets are
to be mailed.
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As each Athlete-Agent Registration Packet is sent, the names of the agents
and the date that these Registration Packets were sent are put in a
database. When they are updated, a copy of the database is filed at the
front of the Agent Registration section of the Agent Notebook, replacing
the previous record of listing in that notebook.
Once the completed registration forms are received, they are to be listed in
the database and include the date that the registration form was received
from each agent firm and, if that firm is currently representing former FSU
student-athletes, list those former FSU student-athletes. This document is
available to the student-athletes so that they may identify certain agents
and compare them, using the information on the agent registration forms
and who they currently represent.
The completed registration forms are to be individually placed in file
folders titled by the name of the agent on each registration form, and is to
be filed alphabetically in the drawer titled Agent Registration. An agent
will have a file record started whenever his/her registration form is
received in the Compliance Office. Once this file is started, any
correspondence of information that is sent out to that agent or received
from that firm is to be placed in the file record.
Any correspondence or information received from an agent prior to the
receipt of a registration form in the Compliance Office is to be filed in the
Agent Information file. As some agent firms (registered and unregistered
with the PSCP) send additional information about their firms that would
be earmarked as sources of reference for the university’s student-athletes,
the information is to be stored in the MISC file drawer’s Agent Info for
Player file folder. This information is available to the student-athletes for
review whenever they choose.
STUDENT-ATHLETE EMPLOYMENT PROGRAM
BYLAW: 12.4
FORMS: Employer Agreement Form
Student-Athlete Employment Guidelines
Student-Athlete and Employer Agreement
Fee-For-Lesson Form
PURPOSE: Monitor student-athlete employment to ensure that student-athletes are not
in violation of NCAA rules.
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PROCEDURE: Forms to be completed by student-athlete, Director of Life Skills and
Compliance Office and subsequently verified by student-athlete’s
employer.
The forms are to be completed before the first day of employment by the
student-athlete.
STUDENT-ATHLETE INVOLVEMENT IN INSTITUTIONAL, CHARITABLE,
EDUCATIONAL AND NONPROFIT PROMOTIONAL APPEARANCES
BYLAW: 12.5
FORMS: Use of Student-Athlete’s Name, Picture or Appearance to Support an
Institutional, Charitable, Educational or Nonprofit Promotional Activity
Form
PURPOSE: Educate student-athletes regarding their participation in institutional,
charitable, educational or nonprofit promotional appearances.
PROCEDURE: The release form used to cover all promotional activities involving a
student-athlete and an institutional, charitable, educational or nonprofit
organization is the Use of Student-Athlete’s Name, Picture or
Appearance to Support an Institutional, Charitable, Educational or
Nonprofit Promotional Activity Form.
There is a space provided for the brief identification of the date, time and
location of the promotional activity, as well as the name of the
organization sponsoring the activity, the context and purpose of the
activity, the student-athletes that will be involved in the activity and any
expenses that may be provided to the student-athlete.
Once all the information is filled out on the form, the final approval of the
activity will be met by the dated signature of the Athletics Director on the
front of the form.
A copy of the completed form will be kept on file in the promotional
activities folder in the filling cabinet.
STUDENT-ATHLETE INVOLVEMENT IN THIRD PERSON PROMOTIONAL
APPEARANCES
BYLAW: 12.5.1.8
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FORMS: Promotional Activity Educational Products Release Form
PURPOSE: Educate student-athletes regarding their participation in third person
promotional appearances.
PROCEDURE: In the cases where a third party is involved in selling and distributing
institutional materials involving the names and/or pictures of enrolled
student-athletes, the authorized representative of such a third party
organization should follow the procedures indicated on the form entitled
Use of Student-Athlete’s Name, Picture or Appearance By a Third
Party To Support An Institution Promotion or Fund-Raising Activity.
STUDENT-ATHLETE INVOLVEMENT IN EDUCATIONAL PRODUCTS RELATED
TO SPORT-SKILL INSTRUCTION
BYLAW: 12.5.1.6
FORMS: Use of Student-Athlete’s Name, Picture or Appearance by a Third Party to
Support an Institution Promotion or Fund-Raising Activity
PURPOSE: Educate student-athletes regarding their participation in educational
products related to sport-skill instruction.
PROCEDURE: The form titled Promotional Activity Educational Products Release
Form is used for the instances in which a student-athlete’s name or picture
appears in any books, articles, films, videotapes, etc. in relation to a sport-
skill demonstration, analysis or instruction.
The organization making the educational product and the student-athlete
involved with the product must complete the form. When the form is
completed, it is filed in the promotional correspondence file.
MEMORABILIA REQUEST
BYLAW: 12.5
FORMS: Institutional Memorabilia Record
PURPOSE: To ensure that memorabilia is distributed within NCAA guidelines.
PROCEDURE: All memorabilia requests are handled through the Compliance Office.
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All requests must complete a form and receive a copy of the guidelines for
autographed items.
NATIONAL LETTER OF INTENT
BYLAW: 13.02.8
FORMS: Preliminary Checklist for Grant In Aid
National Letter of Intent
Grant In Aid
PURPOSE: When signed by a prospective student-athlete, the National Letter of Intent
(NLI) commits the prospect to attend Florida State University for the next
academic year.
PROCEDURE: The signing process begins with the Head coach/recruiting liaison of a
sport requesting a specific number of signing packets needed from the
Compliance Office. The signing packet includes a Preliminary Checklist
for Grant In Aid, 2 Grant In Aids, and 1 National Letter of Intent.
The coaches are responsible for completing and signing the Preliminary
Checklist for GIA. The academic advisors complete and sign the checklist
and turn the checklist over to the Compliance Office. The Compliance
staff will complete and sign the preliminary checklist at this point and
send it to the Athletics Director to be signed. The Athletics Director
approves the signing of a recruit by signing the 2 GIA’s and 1 NLI. The 2
GIA’s are sent to the Director of Financial Aid to be signed before being
returned to the coach. The Preliminary Checklist for Grant In Aid is then
filed in the GIA/NLI log in the Compliance Office, and a copy of the
Checklist is returned to the coach along with the original signing packet (2
GIA’s and 1 NLI). The coach then sends the signing packet to the recruit
for his or her signatures.
The Compliance Office keeps a notebook titled GIA/NLI Log for the
purposes of filing the completed Preliminary Checklist for Grant In Aid
for each recruit and for filing a GIA Checklist and NLI log per sport. The
GIA Checklist and NLI log documents the dates of completion of each
step involved in the signing process of each recruit. The compliance staff
must check to ensure that each NLI is a valid NLI. A valid NLI is one that
is completed during an NLI signing period and filed by the conference
within three weeks of the date of the signee’s signature. Each signed
recruit keeps one copy of the Grant In Aid and the National Letter of
Intent, the Compliance Office keeps one copy of the Grand In Aid and the
National Letter of Intent in the student-athlete’s file folder, and the ACC
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gets a copy of the recruit’s signed National Letter of Intent. After the NLI
is filed with the ACC, the final step of the signing process is for the
Academic Support Office to initiate the certification process with the
NCAA Initial Eligibility Clearinghouse by submitting an Institution
Request List for that sport.
CERTIFICATION OF RECRUITED STATUS
BYLAW: 13.02.10.1
FORM: Certification of Recruited Status Form
PURPOSE: To determine if a prospective student-athlete is a recruited prospective
student-athlete.
PROCEDURE: The student-athlete will complete and sign the form. The Director of
Compliance will review the form to determine whether or not the student-
athlete was recruited. After making this determination, the Director of
Compliance will identify the recruited status on the form and then sign and
date the form.
These forms are to be filed in alphabetical order at the back of the Initial
Eligibility section of the appropriate sport notebook.
WEEKLY CONTACT AND EVALUATION SUMMARY FORM
BYLAW: 13.1
FORM: Weekly Contact and Evaluation Summary
PURPOSE: To monitor recruiting contacts with a prospect by institutional staff
members.
PROCEDURE: The Weekly Contact and Evaluation Summary form is turned in (along
with a travel reimbursement voucher form from the Business Office) by
each coach who has made a recruiting contact or an evaluation of a
prospective student-athlete.
The form is to be filled out and signed by the coach who made the
recruiting related travel. The form is forwarded to the Compliance Office.
When the Weekly Contact and Evaluation Summary form has been
62
received along with the travel reimbursement voucher, they are entered
into a monitoring database and filed in the appropriate travel notebook.
The Weekly Contact and Evaluation Summary forms will be cross-
referenced with the Recruiting Logs during the auditing process. All
contact and evaluations in the Weekly Contact and Evaluation Summary
forms will be verified by their existence in the appropriate Recruiting
Logs and vice versa.
FLORIDA STATE RECRUITING LOG
BYLAWS: 13.1.3, 13.1.6, 13.1.8, 13.7 & 13.8
FORM: Florida State Recruiting Log
PURPOSE: To monitor weekly telephone calls and recruiting contacts with a prospect
by institutional staff members.
PROCEDURE: During the academic year, a copy of the Florida State Recruiting Log is
brought by each coaching staff to the Compliance Office’s monthly
coaches meeting.
The Compliance staff enters the recruiting logs into a monitoring database
and files the recruiting logs into the appropriate sport section of the current
academic year’s Recruiting Log Notebook.
The Florida State Recruiting Logs will be cross-referenced with the
Weekly Contact and Evaluation Summary forms during the auditing
process. All contact and evaluations in the recruiting logs will be verified
by their existence in the appropriate Weekly Contact and Evaluation
Summary forms and vice versa.
OBTAINING PERMISSION TO CONTACT A STUDENT-ATHLETE FROM
ANOTHER FOUR-YEAR INSTITUTION
BYLAW: 13.1.1.3
FORM: Permission to Contact Letter
PURPOSE: To obtain permission of an institution’s Athletics Director (or designee) to
contact a student at that institution.
PROCEDURE: When a transfer situation arises, the Head coach requests that a Permission
to Contact Request Letter be sent to the institution at which the athlete is a
63
student. This letter is written to the appropriate college’s Athletics
Director requesting information and permission to talk to an incoming
transfer student.
It is the responsibility of the Compliance Office to ensure through the
proper channels that an incoming transfer student is in good standing and
meets all eligibility requirements before that student-athlete can be
certified by the registrar’s office.
RELEASING A STUDENT-ATHLETE TO ANOTHER FOUR-YEAR INSTITUTION
BYLAW: 13.1.1.3
FORM: Permission to Transfer Release
PURPOSE: To grant another four-year institution permission to contact a student-
athlete enrolled at Florida State.
PROCEDURE: Please note that Florida State University will not grant any “permission to
speak” or “releases” to the University of Florida. A student-athlete still
has a right to appeal and must follow the steps stated below. When a
student-athlete informs a Head coach that he/she would like to transfer to
another institution, the Head coach must notify the oversight person of that
sport and the Compliance Coordinator. When a student-athlete notifies
the oversight person of that sport or the Compliance Coordinator, they
must notify the appropriate Head coach. The final notification to transfer
should be sent to the Compliance Coordinator.
Once notification has been conveyed to the Compliance Coordinator, it is
the Head coach’s responsibility to determine the athlete’s transfer status.
The first step in the transfer process is granting a student-athlete
permission to speak to schools. This is done through a “permission to
speak” memorandum generated by the Compliance Coordinator. If a
Head coach restricts or limits which schools can contact the student-
athlete, then the Head coach must notify the student-athlete in writing of
the restrictions and provide copies of this letter to the oversight person and
the Compliance Office. This letter should identify transfer restrictions and
indicate the opportunity for the athlete to appeal any decision. This appeal
should be done in a timely manner by a committee made up of individuals
outside of the athletics department. The Compliance Office will follow up
with a letter to outline the procedures. It must be clearly stated that
“blanket releases” will not be given. The school’s identity must be known
before permission to speak is allowed.
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Once permission to speak has been granted, if another institution is
interested in having a student-athlete transfer, they will contact the
university or student-athlete may request a transfer release to be sent to the
university. Once again, there will be no blanket releases given. All
transfer releases will be verified with the Head coach, who will then notify
their respective sports oversight person. All information provided will be
based on the last completed semester and in accordance with NCAA and
ACC rules. If a Head coach does not want to release a student-athlete to a
particular school, it is the Head coach’s responsibility to personally contact
the student-athlete and follow up this contact with a letter to the
student-athlete. The Head coach must state that the university will not
release them to a particular institution.
In accordance with bylaw 13.1.1.3.1, the student-athlete must be informed
of the right to an appeal. The student-athlete must request an appeal and
provide a written statement outlining their reasons for requesting a
transfer. The appeal should be convened in a timely manner and chaired
by the Faculty Athletics Representative and should consist of faculty
members and administrators from outside the athletics department. The
Faculty Athletics Representative will determine a date for this hearing.
Once a decision is rendered, the Compliance Office will be notified of the
committee’s findings and the appropriate paperwork will be completed.
Copies of related correspondence, releases and committee decision will be
kept on file with the Compliance Office.
OFFICIAL VISITS – POST AFTER VISIT RECORD FORM
BYLAW: 13.7
FORM: Prospect After Visit Record Form
PURPOSE: To record and monitor a prospective student-athlete’s activities and
expenses during the official visit.
PROCEDURE: This form is distributed to current student-athletes prior to an arranged
official visit in which the student-athlete is serving as a host for a
prospective student-athlete. This form identifies the prospect, the student-
athlete host, the person(s) accompanying the prospect, the
arrival/departure time of the prospect, the activities that the host/prospect
were involved in, any complimentary admissions used and the vehicle
used by the host and prospect. The form must be signed by the student-
athlete host and the sport program’s recruiting liaison and must be turned
in to the Compliance Office within the three day period following the
official visit. This form is filed in the Official visit notebook.
65
In auditing the Prospect After Visit Record form, verification of the
following is needed: 1) attached reimbursement voucher, 2) RV matches
times, dates and places on the Prospect After Visit Record, and 3)
Prospect’s visit to the university did not exceed the 48 hour limit.
OFFICIAL VISITS – NOTIFICATION REQUIREMENT
BYLAW: 13.7.1.2.1
FORM: Official Visit Welcome Letter
PURPOSE: To notify a prospect at the time of the invitation of the five-visit limitation.
PROCEDURE: The letter is delivered to the prospect prior to the official visit. A copy of
the letter, along with high school transcripts and test scores, must be sent
to the Compliance Office prior to the official visit.
OFFICIAL VISITS – INSTITUTIONAL LIMITATION
BYLAW: 13.7.6.1
PURPOSE: To ensure that certain sports do not exceed the institutional official visit
limitation set by the NCAA.
PROCEDURE: Official visits by prospects are recorded into a sport specific database.
There are limitations set by the NCAA for the following sports:
Football – 56 visits
Basketball – 12 visits
Baseball – 25 visits
The official visit logs are audited to ensure that the limitations are not
exceeded.
OFFICIAL VISITS – STUDENT HOST
BYLAW: 13.7.5.5
FORM: Student-Athlete Host Receipt
PURPOSE: To ensure that the student host understands the guidelines related to the
permissible use of the entertainment money set by the NCAA which must
66
be followed during the prospect’s official visit and that the student host
has attended a student-athlete host seminar that was conducted by a
member of the compliance staff.
PROCEDURE: The Student-Athlete Host Receipt form is used on the occasions where a
student-athlete is used as a host to guide a prospective student-athlete on
their official visit to the FSU campus. The student-athlete host is given
money by the Athletics Department to use as guide money.
The form is generated by the Business Office as a receipt for student-
athlete host guide money. When it is completed and signed, it is filed in
the cashier’s office.
This is to be audited annually in June with Business Office documentation.
CAMPS & CLINICS
BYLAW: 13.13
FORMS: Letter of Agreement – Student-Athlete
Student-Athlete Camp Employee Request Form
Letter of Agreement – High School, Preparatory School or Two-Year
College Coach
List of Prospective Athletes in Attendance
Outside Summer Camp/Clinic Verification Form.
PURPOSE: To monitor the employment of employees at institutional summer camps
and to monitor the attendance of prospective student-athletes who attend
institutional summer camps.
PROCEDURE: Annual meetings with the Directors of FSU institutional summer
camps/clinics are held by the Compliance Office in the fall semester. The
meeting is for the purposes of going over the guidelines by which all camp
directors must follow to insure that the FSU summer camps/clinics are run
in compliance with the NCAA rules and regulations.
NCAA STUDENT-ATHLETE STATEMENT
BYLAW: 14.1.3
FORM: NCAA Student-Athlete Statement
PURPOSE: To monitor and verify eligibility status for student-athletes.
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PROCEDURE: The form will be completed at the beginning of the academic year at
student-athlete compliance orientation or as student-athletes join the team.
The form must be completed prior to competing for the university.
The completed forms will be filed alphabetically in the appropriate sport
in the Student-Athlete Statement Notebook.
NCAA DRUG-TESTING
CONSENT BYLAW: 14.1.4
FORM: NCAA Drug-Testing Consent Form
PURPOSE: To affirm that the student-athlete is aware of the NCAA drug-
testing program and authorize the NCAA to conduct a drug test.
A listing of
NCAA banned drugs is also provided.
PROCEDURE: The form will be completed at the beginning of the academic year at
student-athlete compliance orientation or as student-athletes join the
team. The form must be completed prior to competing for the university.
The completed forms will be filed alphabetically in the appropriate sport
section in the NCAA Drug-Testing Consent Notebook.
PARTICIPATION AND REDSHIRT
RECORD BYLAW: 14.2
FORMS: ACC Participation Form
ACC Redshirt
Record
PURPOSE: To identify those student-athletes who actually participated and used one
of their four seasons of competition or identify student-athletes who were
on the squad list for a particular sport but did not actually participate in
any competitions during the sport’s playing season.
PROCEDURE: After the playing season of the sport is completed, a blank ACC
Participation Form and ACC Redshirt Record are sent to the Head
coach, along with a squad list. The coach is asked to place anyone who
has not participated in the completed season and has not previously
received a redshirt on the ACC Redshirt Record. All student-
athletes who participated in the season or who have previously received
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a redshirt are placed on the ACC Participation Form.
The completed ACC Participation Form is signed by the Athletics Director
and the Faculty Athletic Representative. The completed ACC Redshirt
Record is signed by the Director of Compliance, the Athletics Director
and the Faculty Athletic Representative. A copy of the completed
ACC Participation Form and ACC Redshirt Record are filed in the
eligibility section of the appropriate sport notebook as well as the
Participation Notebook under the appropriate sport.
HARDSHIP WAIVER
BYLAW: 14.2.4
FORM: ACC Hardship Waiver Form
PURPOSE: To petition to the ACC that a student-athlete who is injured to the point
where he or she can no longer participate during that playing season in
athletic competition and has not already used a redshirt season may
receive a hardship waiver.
PROCEDURE: A student-athlete can only receive a hardship provided they did not
participate in more than the maximum number of competitions allowed by
the NCAA for their specific sport. The form is to be completed and
signed by the Head coach, the team physician, the Director of Athletics,
and the Faculty Athletic Representative.
The original completed hardship waiver with attached physician’s
statement regarding the injury is to be forwarded to the ACC office. A
copy of the completed hardship waiver is to be filed along with the copies
of related correspondence in the correspondence section of the appropriate
sport notebook.
INITIAL ELIGIBILITY CERTIFICATION
BYLAW: 14.3
FORMS: ACC Eligibility Certification for Competition
NCAA Clearinghouse Status Report
PURPOSE: To ensure that all freshman student-athletes are certified as eligible to
participate in intercollegiate athletics.
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PROCEDURE: At the beginning of the year, the Academic Support office receives a list
of all prospective student-athletes being recruited by each of the sport
program’s Head coach/recruiting liaisons. The Clearinghouse then
receives the entire list of FSU prospects from the Academic Support
office. The Clearinghouse also receives information from the prospective
high school recruits who may identify the schools that they want to have
their names included in their Clearinghouse report forms.
After each National Letter of Intent signing period, the Compliance Office
will send out a memo to the Academic Support office with the names of
all prospects who have signed a National Letter of Intent with Florida
State University. All prospects in this memo are added to the institutional
request list to the Clearinghouse submitted by the Academic Support
office. The Clearinghouse website provides Florida State University with
a list of the prospects by sport identifying missing documents and
preliminary eligibility status using eligibility codes. There is a form for
identifying these eligibility codes that accompanies these reports. Once
the reports are reviewed by the Academic Support office from the
Clearinghouse website, copies of them with the attached code
identification form are then distributed to the appropriate sport’s
coach/recruiting liaison and the Compliance Office for review.
At the beginning of the academic year, all incoming freshmen will be
placed on a Florida State eligibility worksheet with all other student-
athletes for final certification for competition. This form is completed by
the Athletic Certification Officer in the Registrar’s office. After the form
is completed, the Registrar will review the information and sign off on
before the first competition. This form is issued throughout the academic
year, when a new student-athlete is added to a team. A copy of this signed
document is kept on file in the Compliance Office in the “Eligibility”
section of the sport notebook.
A copy of this form is sent to the ACC and the original form is filed in the
Initial Eligibility section of the appropriate sport notebook.
INTERNATIONAL STUDENT-ATHLETE ELIGIBILITY CERTIFICATION
BYLAW: 14.3.5.4
FORM: NCAA General Eligibility Form for International Student-Athletes
PURPOSE: To collect information related to the eligibility and amateur status of the
international student-athlete.
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PROCEDURE: The NCAA General Eligibility Form for International Student-Athletes is
to be completed and signed by all foreign student-athletes prior to their
being certified to participate in intercollegiate competition.
This form should be sent with the grant-in-aid during the recruiting
process.
Once the form has been returned and the information has been verified,
the Associate Athletics Director for Compliance signs the questionnaire.
The completed form is filed in the individual’s personal folder.
CONTINUING ELIGIBILITY CERTIFICATION
BYLAW: 14.4
FORMS: ACC Eligibility Certification for Completion
ACC Midyear Certification for Competition
PURPOSE: To ensure all student-athletes are certified as eligible to participate in
intercollegiate athletics.
PROCEDURE: All continuing student-athletes must be making satisfactory progress
towards the achievement of a college degree. These satisfactory progress
requirements are determined by NCAA standards and are monitored by
the academic support staff. It is the ultimate responsibility of the
Registrar’s office to certify that each student-athlete is making satisfactory
progress towards a degree and the compliance staff to monitor this
progress to ensure that the continuing student-athletes at Florida State
University are making satisfactory progress towards their degrees.
At the beginning of the academic year, all student-athletes are placed on
the FSU Eligibility Certification for Competition Form. The form is to be
completed prior to the athlete’s first competition. The form is signed by
the Registrar. The original is filed in the Eligibility section of the
appropriate sport notebook.
TRANSFER ELIGIBILITY CERTIFICATION
BYLAW: 14.5
FORMS: Transfer Release Letter
ACC Eligibility Certification for Competition
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PURPOSE: To ensure all transfer student-athletes are certified as eligible to participate
in intercollegiate athletics.
PROCEDURE: It is the responsibility of the Compliance Office to ensure through the
proper channels that an incoming transfer student is in good standing and
meets all eligibility requirements before that student-athlete can be
certified by the registrar’s office. A Transfer Release Letter from the
institution the student is transferring from must be received by the
Compliance Office prior to certification of student-athletes transferring
from a four year institution.
At the beginning of the academic year, any student-athlete who has
transferred from a two-year institution and is eligible for competition is
placed on the FSU Eligibility Certification for Competition. This form is
signed by the Registrar.
The original is filed under the Eligibility section of the appropriate sport
notebook.
WALK-ON STUDENT-ATHLETE ELIGIBILITY CERTIFICATION
BYLAW: 14.10
FORM: Participation Authorization and Preliminary Checklist
ACC Eligibility Certification for Competition
PURPOSE: To gather information and take necessary steps to certify walk-on student-
athletes for practice and competition.
PROCEDURE: This form is used by all first time walk-on student-athletes to be
completed in order to determine their eligibility status. The form requires
a series of steps to be checked, completed and signed by the applicable
sport program’s head coach, academic advisor, athletic trainer, Director of
Compliance and Registrar official.
The completed form is to be filed in the Walk-On section of the
appropriate sport notebook.
ELIGIBILITY PROFILE
BYLAW: FSU Compliance Policy
72
FORM: Eligibility Profile
PURPOSE: To have available information on each student-athlete that participates on
an athletic team.
PROCEDURE: This form is filled out every year by each student-athlete participating for
one of FSU’s sports programs. These forms are to be completed in
entirety and signed by the student-athletes at the annual compliance
orientation prior to their being certified as eligible to compete.
The completed forms are reviewed by the Director of Compliance. The
Eligibility Spreadsheet, NCAA Squad Software and the Access Squad
Database are updated with the information from the Eligibility Profile.
The completed profiles are filed in the Profile section of the appropriate
sport notebook.
SCHOLARSHIP RENEWALS AND NONRENEWALS
BYLAW: 15.3.5
FORMS: Athletic Scholarship Renewal Worksheet
Renewal Letter
Nonrenewal Letter
PURPOSE: To notify the student-athlete in writing of the student-athlete’s athletic
scholarship status by July 1 prior to the academic year in which the
scholarship will be effective.
PROCEDURE: The Financial Aid Office must draft all renewal and nonrenewal letters
that are to be sent to the applicable student-athletes through the database
software. The letters are taken to the Director of Financial Aid to sign
each letter prior to mailing. The letters are sent certified mail.
If the institution does not renew or decides to reduce financial aid for the
ensuing academic year, the institution shall inform the student-athlete that
he or she, upon request, shall be provided a hearing before the institutional
agency making the award.
AUTOMOBILE REGISTRATION
BYLAW: 16.02.3
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FORM: ACC Automobile Information Form
PURPOSE: To identify improper ownership or loan arrangements between boosters
and student-athletes.
PROCEDURE: The ACC Automobile Information Form is required for all full scholarship
student-athletes to compete. The forms are completed at compliance
orientation at the beginning of the year and updated as automobile
information changes throughout the academic year.
A copy of the registration and title/lease agreement should be attached to
the ACC Automobile Form. If there is any outstanding loan, a copy of
that contract outlining the rate, amount and payment is required.
The completed forms are filed in the Automobile and Employment
Notebook.
OCCASIONAL MEALS
BYLAW: 16.12.1.5
FORM: Occasional Meal Request Form
PURPOSE: To monitor occasional meals student-athletes receive throughout the year.
PROCEDURE: The coach submits the Occasional Meal Request Form to the Compliance
Office before a student-athlete or team is provided an occasional meal by a
coach, staff member or a representative of the institution’s athletics
interests. The coach provides the date of the meal, the host and location of
the meal and the student-athletes that will be attending.
The information is entered into a database by the Compliance Coordinator
to monitor the number of occasional meals a student-athlete is receiving
each semester.
RETENTION OF ATHLETICS APPAREL AND EQUIPMENT
BYLAW: 16.12.1.6
FORM: Student-Athlete Institutional Apparel Agreement
PURPOSE: To educate student-athletes on the NCAA rules pertaining to equipment
use and retention.
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PROCEDURE: The Student-Athlete Institutional Apparel Agreement Form is signed
annually by each student-athlete at compliance orientation. This
agreement outlines the institution’s policy on equipment and apparel
provided by the institution. Specifically, these items are not to be sold,
bartered, traded, used for any transaction or given away.
DECLARATION OF PLAYING AND PRACTICE SEASON
BYLAW: 17.01.1
FORM: Declaration of Playing and Practice Season Form
PURPOSE: To acknowledge compliance with NCAA rules as it pertains to the length
of practice and competition season.
PROCEDURE: Prior to the academic year beginning, the coach will complete and sign the
Declaration of Playing and Practice Season Form. The Compliance
Coordinator will also sign the form.
The form will be filed in the Playing and Practice section of the
appropriate sport notebook.
COUNTABLE ATHLETICALLY RELATED ACTIVITIES
BYLAW: 17.02.1
FORM: Countable Athletically Related Calendar
PURPOSE: To monitor compliance with NCAA regulations governing the student-
athlete’s involvement in athletically related activities.
PROCEDURE: This calendar is to be used by all sport programs in order to monitor
compliance with the weekly NCAA limitations on the number of hours
and days spent in athletically related activities, practices and competitions
each sport program spends each week. This form is filled out by a
member of each coaching staff and a copy of the form is turned into the
Compliance Office at the end of every month.
The completed calendar is filed in the Playing & Practice section of the
appropriate sport notebook.
DECLARATION OF COUNTABLE COMPETITIONS
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BYLAW: 17.02.7
FORM: Declaration of Countable Competitions Form
PURPOSE: To monitor the countable team competitions and the number of
competitions individuals compete in.
PROCEDURE: The Declaration of Countable Competitions Form is completed by the
applicable sport program’s coach and is turned into the Compliance Office
after each countable team and individual competition for players on that
program’s squad list.
The form is filed in the Playing and Practice section of the appropriate
sport notebook.
POST SEASON ELIGIBILITY CERTIFICATION
BYLAW: 18.4.1
FORMS: Post Season Agent/Gambling Affidavit
PURPOSE: For the student-athletes to acknowledge their legitimate status as an
amateur according to the rules of the NCAA.
To ensure all student-athletes are certified as eligible to compete in post
season competition.
PROCEDURE: The Compliance Staff is responsible for ensuring that all student-athletes
have signed the Championship/Bowl Affidavits in order for them to be
certified to participate in the championships/bowl games and that their
responses on these affidavits affirm each student-athlete is an amateur in
the eyes of the NCAA.
The completed affidavits will be filed in the Affidavits Notebook for their
given sport championship/bowl and years.
SECONDARY/MAJOR VIOLATIONS
BYLAW: 19.02.2
PROCEDURE: All information is given to the Associate Athletics Director for
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Compliance to start the investigative process.
Information is reviewed to determine the following:
1. if it has merit
2. if it appears to be a major or secondary violation
3. what are the immediate eligibility issues
The Athletics Director is notified on every occasion (Faculty Athletic
Representative is notified if the information is a potential major
infraction). Head coach of the involved sport is notified even if they are
not involved with the violation.
All relevant documents and records are obtained.
All interviews are conducted by the Associate Athletics Director for
Compliance unless the Athletics Director decides otherwise.
The athlete and coach should be interviewed last.
The final report is written by the Associate Athletics Director for
Compliance and is sent to the NCAA and the ACC office. The content of
the final report identifies the following:
1. involved individuals
2. the facts
3. summary
4. mitigation
5. conclusion
6. penalty
7. eligibility issues
The report is reviewed with the Athletics Director (and Faculty Athletic
Representative) prior to being sent to the NCAA and Conference office. If
the case is a major infraction, the Athletic Board and the University
President are notified.
The report is then filed in the “Secondary Violations” or the “Major
Infractions” notebook in the Compliance Office.
PRINCIPLES OF INSTITUTIONAL CONTROL AS PREPARED BY THE NCAA
COMMITTEE ON INFRACTIONS
BYLAW: 6
“CONTROL” IS DEFINED IN COMMON-SENSE TERMS.
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In determining whether there has been a lack of institutional control when a violation of NCAA
rules has been found, it is necessary to ascertain what formal institutional policies and
procedures were in place at the time of the violation of NCAA rules occurred and whether those
policies and procedures, if adequate, were being monitored and enforced. It is important that
policies and procedures be established so as to deter violations and not merely to discover their
existence after they have taken place. In a case where proper procedures exist and are
appropriately enforced, especially when they result in the prompt detection, investigation and
reporting of the violations in question, there may be no lack of institutional control although the
individual or individuals directly involved may be held responsible.
In a situation in which adequate institutional procedures exist, at least on paper, a practical,
common-sense approach is appropriate in determining whether they are adequately monitored
and enforced by a person in “control.” Obviously, general institutional control is exercised by
the chief executive officer of a member institution. However, it is rare that the chief executive
officer will make decisions specifically affecting the operations of the institution’s athletic
program. Instead, the day-to-day duties of operation, including compliance with NCAA rules,
will have been delegated to subordinates either by specific action or by the creation of
appropriate job descriptions. Moreover, it is usually left to senior subordinates, such as the
director of athletics, further to delegate various duties regarding compliance with NCAA rules.
In most institutions, especially those with large and varied athletics program, such delegations
are made to a number of individuals who are expected to exercise control over compliance with
regard to specific aspects of the program. The specific obligations of such individuals should be
in writing, and not merely an understanding among the senior officials of the university and the
athletics department. Not only the director of athletics, but other officials in the athletics
department, the faculty athletics representative, the head coaches and the other institutional
administrators outside the athletics department responsible for such matters as the certification of
athletes for financial aid, practice and competition, are expected to assume a primary role in
ensuring compliance. Even though specific action has been taken to place responsibility
elsewhere, these individuals will be assumed to operating on behalf of the institution with respect
to those responsibilities that are logically within the scope of their positions. Their failure to
control those matters so as to prevent violations of NCAA rules will be considered the result of a
lack of institutional control.
VIOLATIONS THAT DO NOT RESULT FROM A LACK OF INSTITUTIONAL
CONTROL
An institution cannot be expected to control the actions of every individual who is in some way
connected with its athletics program. The deliberate or inadvertent violation of a rule by an
individual who is not in charge of compliance with the rules that are violated will not be
considered to be due to a lack of institutional control:
•
If adequate compliance exists;
•
If they are appropriately conveyed to those who need to be aware of them;
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•
If they are monitored to ensure that such measures are being followed; and
•
If, on learning that a violation has occurred, the institution takes swift action.
ACTS THAT ARE LIKELY TO DEMONSTRATE A LACK OF INSTITUTIONAL
CONTROL.
The following examples of a lack of institutional control are not exclusive, but they should
provide important guidelines to institutions as to the proper control of their NCAA compliance
affairs.
1. A person with compliance responsibilities fails to establish a proper system for
compliance or fails to monitor the operations of a compliance system appropriately.
When an individual is responsible for ensuring that a particular rule or set of rules is not
violated, that person will be considered to be exercising institutional control. That
individual must not only ensure that the rules are known by all who need to know them
but must also make proper checks to ensure that the rules are being followed.
It is important for institutions to understand that the mere compilation and distribution of
rules and regulations, along with written compliance procedures, is not sufficient if no
one regularly checks on the actual operations of the system.
2. A person with compliance responsibilities does not take steps to alter the system of
compliance when there are indications the system is not working.
If a system of control is in place, a single deviation by a member of the athletics staff or a
representative of the institution’s athletics interests will not be considered a lack of
institutional control. However, if there are a number of violations, even if they are all
minor, indicating that the compliance system is not operating effectively, the person(s)
responsible cannot ignore the situation, but must take steps to correct the compliance
system.
3. A supervisor with overall responsibility for compliance, in assigning duties to
subordinates, so divides responsibilities that, as a practical matter, no one is, or
appears to be, directly in charge.
The failure to designate who is responsible for ensuring compliance with NCAA rules is
a serious breach of the obligation of a university athletics administrator. Individuals are
unable to operate appropriately if they are uncertain of their duties and obligations.
Moreover, those subordinates who are not in charge must know who is. They need to
know the person or persons whom they can turn for advice before taking action that may
be questionable. They also need to know whom and how to report violations that come
to their attention.
4. Compliance duties are assigned to a subordinate who lacks sufficient authority to
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have the confidence or respect of others.
A supervisor may be acting in good faith when assigning responsibility for compliance to
an athletics department secretary, or a student intern, or to someone who does not have
statute in the organization. Nevertheless, that very action often makes if appear that the
institution is not serious about compliance. If coaches, alumni, boosters and others do not
respect the person responsible, they may well ignore that individual. Violations that occur
may then be considered the result of a lack of institutional control.
5. The institution fails to make clear, by its words and its actions, that those personnel
who willfully violate NCAA rules, or who are grossly negligent in applying those
rules, will be disciplined and made subject to discharge.
Any operating compliance system may be thwarted by an individual who acts secretly in
violation of the rules or who fails to ascertain whether a questionable action is or is not
permissible. If an institution does not make clear that individual violations of NCAA
rules will result in disciplinary action against the individual, and if it does not actually
discipline those who are found to have violated such rules, it has opened the door to
permitting further violations. In such a case, future violations of an individual nature will
constitute failures of institutional control.
6. The institution fails to make clear that any individual involved in its intercollegiate
athletics program has a duty to report any perceived violations of NCAA rules and
can do so without fear of reprisals of any kind.
Compliance is everyone’s obligation. Loyalty to one’s co-workers, student-athletes, or
athletics boosters cannot take precedence over loyalty to the institution and its
commitment to comply with NCAA rules. There is a lack of institutional control if
individuals are afraid to report violations because they have reason to fear if they make
such a report, there will be negative consequences.
7. A director of athletics or any other individual with compliance responsibilities fails to
investigate or direct an investigation of a possible significant violation of NCAA rules
or fails to report a violation properly.
When a director of athletics or any other individual with compliance responsibilities has
been informed of, or learns that there exists a possible significant violation of NCAA
rules, and then fails to ensure that the matter is properly investigated, there is a lack of
institutional control. Similarly, if an actual violation of NCAA rules comes to the
attention of the director of athletics or a person with compliance responsibilities and there is
a failure to report the violation through the appropriate institutional channels to a
conference to which the institution belongs and to the NCAA, such failure constitutes a
lack of institutional control.
8. A head coach fails to create and maintain an atmosphere for compliance within the
program the coach supervises or fails to monitor the activities of assistant coaches
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regarding compliance.
A head coach has a special obligation to establish a spirit of compliance among the entire
team, including assistant coaches, other staff and student-athletes.
The head coach must generally observe the activities of assistant coaches and staff to
determine if they are acting in compliance with NCAA rules. Too often, when assistant
coaches are involved in a web of serious violations, head coaches profess ignorance, saying
that they were too busy to know what was occurring and that they trusted their assistants.
Such a failure by head coaches to control their teams, alone or with the assistance of a staff
member with compliance responsibilities, is a lack of institutional control.
•
COMPLIANCE MEASURES IN PLACE AT THE TIME OF VIOLATION AS
A FACTOR IN DETERMINING WHETHER OR NOT THERE HAS BEEN A
LACK OF INSTITUTIONAL CONTROL.
Institutions are eager to learn what measures can be taken to reduce the likelihood that in the
event a violation does occur, it will result in a finding of lack of institutional control.
Th
e following are some of the steps that assist an institution in avoiding such a finding. The way
in which the measures are carried out and the attitude toward compliance within the institution
are vital factors.
1. The NCAA rules are applicable to each operation are readily available to those
persons involved in that operation.
Those individuals involved in recruiting activities should have ready access to the
recruiting rules, and those university staff members engaged in determining eligibility
for financial aid, practice and competition should have ready access to the NCAA
rules governing those matters.
2. Appropriate forms are provided to persons involved in specific operations to ensure
that they will properly follow NCAA rules.
With respect to certain operations, specific forms or checklists can be of great help in
assuring compliance with NCAA rules. Clerical employees may find the rules
themselves daunting. But if they can follow a form, many problems can be obviated.
This is certainly true with regard to such matters as ensuring that student-athletes do not
receive excessive financial aid individually or by sport, that initial eligibility standards
are met, and that continuing eligibility standards are properly enforced.
3. A procedure is established for timely communication among various university
offices regarding determinations that affect compliance with NCAA rules.
For example, there should be a method of direct communication between the registrar
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and the department of athletics so that the latter learns at once if an enrolled student-
athlete drops a course that brings the student-athlete below the required number of
units for eligibility to participate.
4. Meaningful compliance education programs are provided for personnel engaged in
athletically related operations.
It is important that new personnel, both coaches and administrative staff members,
receive training regarding NCAA rules that are relevant to their positions shortly after
beginning employment. The institutions should also continue to educate its staff by
conducting compliance sessions on a regular basis for all involved personnel as refresher
courses, with an emphasis on changes in NCAA rules. Not infrequently, persons who
have been involved in intercollegiate athletics for many years and who violate long-
standing rules attempt to excuse their actions on the grounds that they were unaware that
their activities constituted a violation. On occasion, such personnel rely on long
outdated interpretations of legislation that have been eliminated or dramatically altered for
a number of years.
5. Informational and educational programs are established to inform athletics boosters of
the limitations on their activities under NCAA rules and of the penalties that can arise
if they are responsible for rule violations.
Distribution of rules education materials (e.g., brochures and articles) to season ticket
holders is significant as are special programs for booster education.
6. Informational and educational programs are established for student-athletes regarding
the rules they must follow.
All institutions conduct information sessions for student-athletes and obtain required
signed statements from each. However, the extent to which these are truly informative
and are taken seriously varies. The extent to which these sessions are made important by the
institution is a significant factor.
7. An internal monitoring system is in place to ensure compliance with NCAA rules.
It is of significance if, on a regular basis, a person (or persons) charged with monitoring
compliance frequently checks operations throughout the athletics department and related
departments of the university. Such a person should make certain that required forms are
being utilized and utilized properly. A compliance person should speak with all coaches
frequently and regularly to find out if they have any concerns or questions about what
they can or cannot do or what they have already done. A compliance person should be
aware of what actions have been taken with regard to a variety of areas, including
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recruitment, awarding of financial aid, practice requirements and travel arrangements.
From time to time, the compliance person should meet with student-athletes in various
sports to see if any problems exist. All potential violations must be reported and an
investigation must ensue in accordance with appropriate institutional procedures.
Other internal monitoring measures are also of significance, including one-on-one
meetings between coaches and the Athletics Director, and meetings of university
committees on athletics in which student-athletes and others are involved.
8. An external audit of athletics compliance is undertaken at reasonable intervals.
An important control exists if an independent university or outside unit undertakes audits
of the athletics enterprise to determine if there have been violations of NCAA rules and
to suggest changes in operating methods and procedures wherever such action could
eliminate the danger of future violations.
9. The chief executive officer and other senior administrators make clear that they
demand compliance with NCAA rules and that they will not tolerate those who
deliberately violate the rules or do so through gross negligence.
It is an important factor when the senior administrators in an institution by word and,
when necessary, by action make clear that compliance is vital. The pressure to run a
winning program must not overcome the dedication of the institution to ethical conduct in
all aspects of its athletics program and to compliance with NCAA regulations.
The institution and its staff members have a long history of self-detecting, self-reporting
and self-investigating all potential violations.
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205 - MEDICAL SERVICES AND ATHLETIC
TRAINING ROOM
SPORTS MEDICINE DEPARTMENT PERSONNEL
The Athletic Training Staff consists of a Director of Sports Medicine, three associate directors of
sports medicine, seven assistant athletic trainers, one athletic insurance coordinator, eight graduate
assistant athletic trainers, and one intern athletic trainer. All athletic training staff members are
certified by the National Athletic Trainers’ Association and licensed by the State of Florida.
Certified Athletic Training Staff:
Robin Gibson Director of Sports Medicine
Jake Pfeil Associate Director of Sports Medicine (Head Football)
Sam Lunt Associate Director of Sports Medicine (Men’s Basketball)
Jerry Latimer Associate Director of Sports Medicine (Coordinator of Rehabilitation
Services)
Jeronimo Boche Assistant Athletic Trainer (Football)
Julie Kruessel Assistant Athletic Trainer (Football)
Cory Couture Assistant Athletic Trainer (Baseball, Men’s Golf)
Gwendolyn Davis Assistant Athletic Trainer (Men’s and Women’s Cross Country and Track and
Field)
Eunice Hernandez Assistant Athletic Trainer (Softball, Women’s Golf)
Emily Hutcherson Assistant Athletic Trainer (Women’s Basketball)
Cheryl Pfeil Assistant Athletic Trainer (Coordinator of Athletic Training Services)
Nick Pappas Assistant Athletic Trainer (Athletic Insurance Coordinator)
Certified Graduate Assistant Athletic Trainers:
Brian Baldwin Graduate Assistant (M/W Swimming/Diving)
Brandon Stone Intern (Football)
Tyler Deam Graduate Assistant (Sand Volleyball)
Natalie Fontela Graduate Assistant (M/W Cross Country and Track and Field)
Remington Gantt Graduate Assistant (Women’s Tennis)
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Renee Hirsbrunner Graduate Assistant (Men’s Tennis)
Miguel Motolongo Graduate Assistant (Soccer and Baseball)
Amanda Robinson Graduate Assistant (Volleyball)
Madeleine Scaramuzzo Graduate Assistant (Football)
All graduate assistant athletic trainers will be on full academic scholarship while at Florida State
University.
Athletic Training Students
Athletic Training Students must be accepted into the Athletic Training/Sport Medicine Curriculum
and must complete the following steps in order to be eligible for admission into the didactic, clinical,
and field components of the program:
1. A minimum GPA of 2.5
2. Successful completion of PET 1638 and admittance into PET 1941
3. Student must meet all technical standards for admission.
Athletic training students will be selected by a committee which consists of the Curriculum Director,
the Assistant Curriculum Director, the Director of Sports Medicine, the Associate Director of Sports
Medicine, and several staff athletic trainers. Upon admission, each student will be assigned a primary
sport responsibility and work under the supervision of a certified athletic trainer. During their second
year in the athletic training education program, athletic training students may apply for the Jason
Evans Memorial Scholarship. One male and one female athletic training student will be selected to
receive the scholarship, which will be applied to their third year in the program.
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ORGANIZATIONAL CHART
Director of Sports
Medicine
Soccer
Robin Gibson
Associate Director
Head Football
Jake Pfeil
Associate Director
Rehab Coordinator
Jerry Latimer
Associate Director
Men’s Basketball
Sam Lunt
Assistant AT
Football
Jeronimo Boche
Assistant AT
Football
Julie Kruessel
Assistant AT
Athletic Training Services Coordinator /
Cheer, Dance, Stunt
Cheryl Pfeil
Insurance Coordinator/
Risk Management
Nick Pappas
Assistant AT
Women’s BK
Emily Hutcherson
Assistant AT
Baseball/Men’s Golf
Cory Couture
Assistant AT
Softball/Women’s Golf
Eunice Hernandez
Assistant AT
TK / CC
Gwendolyn Davis
Grad Assistant
Football
Madeleine Scaramuzzo
Intern
Football
Brandon Stone
Grad Assistant
Men’s Tennis
Renee Hirsbrunner
Grad Assistant
Sand Volleyball
Tyler Deam
Grad Assistant
Volleyball
Amanda Robinson
Grad Assistant
Soccer, Baseball
Miguel Montolongo
Intern
Swimming/Diving
Brian Baldwin
Grad Assistant
Women’s Tennis
Remington Gantt
Grad Assistant
TK/CC
Natalie Fontela
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STAFF RELATIONS
Physicians and Medical Advisors
The Athletic Training Staff will cooperate completely with the team physician and any other medical
advisors working with the Athletic Training Department. The medical advisory staff for the
Department of Athletics, at this time, includes two highly qualified Orthopedic Surgeons, one Family
Practitioner and numerous Medical Consultants.
Visiting Athletic Trainers
Members of the Athletic Training Staff will conduct themselves according to the manner outlined in
the NATA Code of Ethics. Athletic Trainers of visiting teams are to be extended every courtesy
during their visit to Florida State University.
Coaches
Coaches will be kept fully informed as to the health status of student-athletes throughout the season.
This will occur either by personal conversation or by a written report delivered directly to the coach.
All coaches, graduate assistant coaches, and volunteer coaches, must be CPR/First Aid/AED
certified and act as a first responder in the absence of a Certified Athletic Trainer. This certification
must be completed within 3 months of hiring and recertification must occur every other year.
Nutritionists
The athletic nutritionists will work closely with the Athletic Training Staff in assessing the
nutritional needs of the athlete as well as planning weight gain/loss diets, pre-event meals and road
meals.
ATHLETIC TRAINING STAFF / COACHING STAFF RELATIONSHIP
A. Injuries take variable amounts of time to heal properly. Understand that the team physician and
the athletic training staff will return a student-athlete to participation when the time is appropriate
and safe for the student-athlete.
B. Purchase or distribution of any nutritional supplements and/or ergogenic aids by coaches is
strictly prohibited by the NCAA and the Florida State University Athletic Department. If a
student-athlete is taking supplements and/or ergogenic aids, they must disclose this information
in the pre-participation physical exam. The athletic training staff and/or the nutritionist will then
research these substances to ensure the student-athletes safety and compliance with NCAA
standards.
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C. It is the expectation of the athletic training staff that coaches will not attempt to evaluate, treat, or
rehabilitate athletic injuries/illnesses.
D. In the event of injury or illness, the head coach or the coach in charge of a specific group will be
given the student-athlete’s status as soon as possible.
E. If a coach is not satisfied with the care being rendered to his/her student-athletes by a certified
athletic trainer, he/she should direct his or her concerns to the Director of Sports Medicine, then
the Director of Athletics, in that order.
F. Athletic training students are under the direct supervision of a certified athletic trainer. If a coach
has concerns regarding an athletic training student he/she should notify the supervising certified
athletic trainer.
G. In the event a certified athletic trainer is tending to other student-athletes or momentarily
unavailable, the athletic training student will act as a first-responder.
H. Athletes should have ample time between practices/competitions and meetings/meals to receive
treatment and care for any injuries or illness they may have.
SEXUAL HARRASSMENT
The Florida State University Sports Medicine Department operates in accordance with the policies
and procedures set by the university, including the Florida State University Student Code of
Conduct. If you are the victim of sexual harassment, go to the following Human Resources website,
http://compliance.hr.fsu.edu/index.cfm?page=sexual_harassment , and follow the recommended
steps.
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ATHLETIC TRAINING ROOM POLICIES
DON FAULS ATHLETIC TRAINING ROOM SCHEDULE
Generally, the Don Fauls athletic training room is open Monday through Friday, 7:30am to 6:00 pm.
However, during the summer and holiday season, the Don Fauls athletic training room hours will be
adjusted and posted. Special scheduling arrangements will be made for athletic teams that hold
practice or competition on designated state holidays. Athletic training facilities are open for
designated periods of time so that all Florida State University athletic teams have the opportunity to
use the facilities both prior to and after practices, workouts, and competition.
SATELLITE ATHLETIC TRAINING ROOM COVERAGE
The Satellite Athletic Training Rooms will be open Monday through Friday from 1 pm-5pm during
the regular competitive season, or until all practices are finished and post-practice treatments have
concluded. On weekends the satellite athletic training rooms will be open only during
practice/competition times. On days of home competition, the athletic training room will be open
sufficiently early so that all student-athletes have ample time to prepare for practices or competitions.
It is the dual responsibility of the head coach and the certified athletic trainer to determine the
amount of time necessary to prepare the student-athletes for practice or competition.
ATHLETIC TRAINING ROOM RULES
The use of all athletic training facilities and the conduct of the athletic training staff, athletic training
students, and student-athletes will be governed by the athletic training room rules as set forth by the
Director of Sports Medicine and his staff. In general, these rules shall include the following:
1. No rough-housing or horse-play.
2. No abusive language or cursing.
3. No eating or drinking in the Athletic Training Room.
4. No cleats or muddy shoes into the Athletic Training Room.
5. Do not bring athletic equipment into the Athletic Training Room.
6. In order to receive post-practice treatment all student-athletes must first shower and change out
of practice clothes.
7. Student-athletes should be sure that they are completely dry when entering the athletic training
room from showers or whirlpools.
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8. Do not treat yourself. An athletic trainer will assist you.
9. Return loaned items to the Athletic Training Room. If items are not returned, the student-athletes
registration may be held until the item is returned. If the item is not returned, the athletic training
department may be reimbursed directly from the student-athletes scholarship funds.
10. No student-athletes are permitted to be in the storage area or in the athletic training offices
without permission.
11. Athletic training room telephones, fax machines, and computers are off-limits for all student-
athletes.
12. Treatments are given only upon doctor's or athletic trainer's approval. The medical staff will
decide what care each injury will receive.
13. Treatments are to be continued until the medical staff indicates that treatments may be
terminated.
14. No supplies are to be removed from the athletic training room without the permission of a staff
athletic trainer.
15. Never touch the modality equipment. It is dangerous and can cause harm to student-athletes
should they be used improperly.
16. Ice is for athletic training room use only. Contamination of ice machines by hands or items other
than ice scoops is prohibited.
17. Student-athletes need to allow ample time to receive treatment or rehabilitation prior to practice.
18. All student-athletes must dress appropriately for treatment and rehabilitation (i.e. gym shorts, t-
shirt, etc.)
APPROVAL FOR PARTICIPATION IN INTERCOLLEGIATE
ATHLETICS
The NCAA requires that student-athletes have a full pre-participation physical examination prior to
the first year of athletic competition. The NCAA requires that all student-athletes receive a medical
recheck screening annually thereafter. If an annual physical examination is required for conference
participation, then an annual physical examination will be performed. University Health Services
will NOT accept any physical performed by an outside provider. All physical examinations must
contain all required tests mandated by the Athletics Department and must be administered using
Florida State University Sports Medicine paperwork. All pre-participation exams must be submitted
to and approved by Florida State University Team Physicians along with University Health Services.
No student-athlete at Florida State University may participate in Intercollegiate Athletics without a
FULL, ANNUAL pre-participation physical examination. The initial pre-participation physical
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examination for all incoming athletes must be completed, and all areas cleared by University Health
Services and a Florida State University team physician, before the student-athlete may participate in
workouts, practices, or competition. All annual physical examinations thereafter must be concluded,
and all areas cleared by University Health Services (as needed) and a Florida State University team
physician, within a year of the previous annual physical exam.
Each head coach is required to submit their roster of scholarship and non-scholarship student-athletes
to their assigned certified athletic trainer a minimum of 30 days prior to the start of their pre-season
workouts. The Athletic Training Department will make the necessary arrangements for the pre-
participation physical examinations for the student-athletes.
The coach will be informed of the date and time that pre-participation physical exams have been
scheduled. It is the head coach’s responsibility to see that his/her student-athletes attend their
scheduled pre-participation physical exam. If a student-athlete fails to attend his/her pre-
participation physical examination, the student-athlete will remain ineligible until the pre-
participation physical examination is completed.
It must be clearly understood that all student-athletes must receive medical clearance before
participating in Intercollegiate Athletics. Failure to receive medical authorization to participate in
Intercollegiate Athletics shall immediately disqualify any athlete from all competition.
In conjunction with the pre-participation physical examination, the student-athlete will also disclose
his/her previous injury or illness record, past medical history, and family history. Failure to disclose
any injury or illness, past or present, relieves the Athletics Department of all liability in the event the
athlete sustains a subsequent injury or re-injury to the affected part. NOTE: It will be the coach's
responsibility regarding liability if a student-athlete participates without having had a pre-
participation physical examination.
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ON-CAMPUS EVALUATIONS FOR MEN’S BASKETBALL
The NCAA passed legislation on March 14, 2012 allowing coaches to conduct on-campus
evaluations on prospective student-athletes, both from high school and junior college at the
conclusion of their respective playing seasons. These on-campus evaluations can only be performed
if the student-athlete has exhausted their high school, prep school, or junior college eligibility and
only during the athlete’s unofficial or official campus visit.
The NCAA has recommended that prior to this on-campus evaluation each prospective student-
athlete must undergo a medical examination by a licensed physician. Each medical examination
shall include a sickle cell solubility test unless documented results of a prior test are provided to the
university or the prospective student-athlete declines the test and signs a written release. The
examination must be administered within the prior six months of the athlete’s initial participation in
practice, competition or out of season conditioning activities during their prior season.
It is the position of the Florida State University Sports Medicine Department that each prospective
student-athlete MUST complete and pass the same comprehensive physical examination as the
enrolled student-athletes undergo prior to participation in intercollegiate athletics at FSU. The FSU
minimum requirements on the physical examination are as follows:
• Sickle Cell Solubility Test
• Electrocardiogram (with cardiologist over read)
• Medical Examination by licensed practitioner
The prospective student-athlete may undergo this physical examination at home if they choose, but it
must be within six months of their on-campus evaluation. It must include ALL items as required by
the Florida State University Athletic Department and the prospective student-athlete must bring the
written results with them before they are permitted to participate in their on-campus evaluation. The
physical exam paperwork and all diagnostic lab work MUST be signed by a licensed physician. The
prospective student-athlete must also show proof of billable health insurance in order to perform in
an on-campus try-out.
The prospective student-athletes may elect to have the medical evaluation performed at Florida State
University at the Thagard Student Health Center. It will take approximately two days to “clear” an
athlete for competition pending results of the Sickle Cell Solubility Test and the EKG over read by
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the team cardiologist. Any/all charges related to this on-campus medical evaluation will be filed
with the prospective student-athlete’s insurance carrier as primary coverage. Expenses not covered
by a student-athletes insurance company will be paid by the Florida State University Athletic
Department. Coaches are encouraged to inform all prospective on-campus student-athletes of this
and to make arrangements accordingly. Coaches are also strongly encouraged to communicate with
the Sports Medicine Staff prior to bringing prospective student-athletes for an on-campus evaluation
so any necessary medical appointments may be arranged in advance.
EXIT INTERVIEW
EXIT INTERVIEW
This process is done at the end of the student-athletes’ eligibility to evaluate the need for subsequent
treatment of unresolved injuries, and to make sure no new or unreported injuries have occurred to the
student-athlete while playing a sport at Florida State University. All student-athletes must meet with
the FSU Athletics Department Student Services staff to address any additional needs. Failure to do
so could lead to forfeit of further medical care.
FURTHER EVALUATION
As part of the exit interview process, the student-athlete or athletic trainer may request an
examination by a team physician to determine the status of a previous or current injury. If surgery or
further treatment of an athletic-related injury is required, it must be performed as soon as possible,
once team eligibility has expired. No procedure will be paid for unless coordinated through the
Florida State University Sports Medicine Staff. The Florida State Athletic Department will not be
responsible for any injury or condition that is not documented in the athlete’s permanent medical file.
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MEDICAL HARDSHIP / DISQUALIFICATION
POLICY
Risk is inherent to intercollegiate athletics and whether due to injury, illness or pregnancy,
participation may be limited or even terminated depending on the risks of the medical condition. The
NCAA has set forth specific rules dealing with these medical cases and Florida State University will
follow the rules of the NCAA. The athletic trainers and team physicians providing care for student-
athletes must be well versed in these bylaws that govern participation in intercollegiate athletics.
Medical hardships, medical extensions and a medical disqualification, also known as a medical non-
counter, are types of these waivers that the sports medicine staff may have to file for a student-
athlete. All of these waivers will have to be submitted to the Atlantic Coast Conference (ACC) for
review and approval or denial.
Medical Hardships
May be submitted to the ACC if the following criteria are met:
• The injury/illness occurred during the senior year of HS or during one of the 4 seasons of
intercollegiate competition
• The injury/illness occurred during the first half of the playing season
• The injury/illness occurred and limited participation in 2 or 20% of the scheduled contests
(whichever is greater)
Medical Extensions
May also be submitted to the ACC if the following criteria are met:
• All of the criteria of a “Medical Hardship” apply
• This seeks to extend the student-athlete’s career from 5 to 6 years
• 2 out of the 5 years must have been lost due to circumstances beyond the student-athlete’s
control
Medical Disqualification
This is very different from the previous two waivers. This is usually a last resort and it usually
follows a recommendation by the medical community that this student-athlete halt all intercollegiate
competition and participation. The risk is too large for whatever the reward of participation may be.
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Therefore, it is a recommendation that the career of the student-athlete involved be terminated at this
level of intercollegiate athletics, and that he/she no longer participate at Florida State University.
The staff athletic trainer and the team physician will work together to make sure that every avenue is
explored and that a proper diagnosis has been reached. Medical disqualification is ultimately up to
the team physician or the team physician’s designate who may have more experience with the
medical condition at hand.
Documentation
Contemporaneous medical documentation will be provided to Florida State University Athletic
Compliance office for their submittal to the ACC. Documentation should include but not limited to:
• Diagnosis or description of student-athlete’s malady by team physician
• Any and all lab work pertaining to the illness/injury
• Diagnostic test reports (X-rays, US, MRI, CT-scans, bone scans, etc.)
• Any documentation that shows the debilitating effects of the illness/injury (treatment logs,
rehabilitation logs, etc.)
The university cannot be held responsible if medical information is withheld from the Florida State
University Sports Medicine department. Individuals will undergo thorough pre-participation
physical examinations annually. Student-athletes will fill out a thorough medical history form every
year, and it is the responsibility of the student-athlete to notify Florida State University of any
possible injuries or illnesses that may be exacerbated by participation in intercollegiate athletics so
that FSU can look into them more closely.
MEDICAL SERVICES
Injuries must be anticipated in any type of athletic activity. Almost without exception, every sport
assumes some degree of risk. Therefore, when an injury does occur to a student-athlete participating
in the intercollegiate athletics program, the following care, supervision, payment and medical
services are available:
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FINANCIAL COVERAGE OF MEDICAL CARE
It is extremely important that Department of Athletics policies and procedures related to insurance
and financial responsibility be understood by and communicated to all athletes as well as their
respective parent(s) and/or guardian(s). There is a mutual responsibility shared by all parties to
adhere to these policies and procedures to ensure the proper processing and prompt payment of
expenses related the care and treatment of illness and injury. The following section outlines the
rights and responsibilities of student-athletes regarding athletic health care. It is imperative
that the athlete read and understand this information so that they know what to expect and
what is expected of them in the event they suffer an injury or illness. This information will be
shared with athletes at the beginning of each semester.
MEDICAL REFERRAL POLICIES
A. Except in emergencies, a staff athletic trainer MUST screen all conditions prior to referral to a
team physician or other consultant. This policy assures proper and immediate care, close follow-
up treatment and smooth injury management for the student-athlete and the Florida State
University Department of Athletics Sports Medicine Staff.
B. The Sports Medicine Staff will make all referral appointments. Transportation to medical
facilities/offices located off-campus will be provided by the Sports Medicine Staff ONLY if the
student-athlete is unable to arrange personal transportation.
C. Medical care and treatment of all student-athletes will be done through team physicians,
consultants and healthcare resources associated with Florida State University Sports Medicine
team as approved by the Director of Sports Medicine.
D. If a student-athlete desires a second opinion, the student-athlete is required to request such
through their respective Staff Athletic Trainer for approval by the Director or Associate Director
of Sports Medicine before the physician’s visit or procedure is allowed. Expenses related to care
or treatment without following this policy will not be the responsibility of Florida State
University Department of Athletics. The student-athlete and/or parent(s) and/or guardian(s) must
provide for a release of information from the healthcare provider to the Florida State Sports
Medicine Staff.
E. A consultation between the parent(s) and/or guardian(s) of any student-athlete and the Florida
State University Department of Athletics Sports Medicine Staff will be arranged whenever
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requested. All decisions regarding medical approval or disqualification in the intercollegiate
athletics program will be made solely by the Florida State University Department of Athletics
Team Physician and/or associated consultants.
F. The Florida State University Department of Athletics Sports Medicine Staff reserves the right to
require referral to an outside medical agency for the evaluation, treatment and/or rehabilitation of
any problem not related to athletics.
G. Any student-athlete incurring an illness at a time outside the dates of traditional or non-traditional
seasons may be required to report to the Florida State University Health Services for treatment.
MEDICAL EXPENSE PAYMENT POLICIES
A. All non-scholarship student-athletes are required to provide proof of existing medical insurance
in conjunction with having their initial or annual physical examination. This policy should
provide benefits for athletic related injury. A front and back copy of the participant’s primary
insurance card must be on file with the Florida State University Department of Athletics before
the student-athlete will be allowed to participate in any practice or competition. A fax
transmission of insurance information or policyholder’s signature may be accepted if properly
authorized.
B. The Florida State University Department of Athletics will ONLY be financially responsible for
injuries occurring while a student-athlete is representing the university in formal intercollegiate
activity. Illnesses or injuries outside official practices, formal workouts, or scheduled games are
not covered by the Florida State University Department of Athletics. Such incidents are the
financial responsibility of the student-athlete and/or respective parents and/or guardians. Care
for illnesses such as colds, flu, etc. will only be covered during a sport season in which the
student-athlete is engaged in formal full-team practices.
C. The Department of Athletics will not financially support any injuries or illnesses sustained by
student-athletes not directly related to participation in Intercollegiate Athletics. As such, all
student-athletes are encouraged to obtain the Health and Accident Insurance Plan for Students
from the University Health Service. This plan protects the student 24-hours a day, except when
participating in Intercollegiate Athletics. The athlete may choose to obtain coverage through a
private carrier.
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D. The Florida State University Department of Athletics requires that bills or claims be submitted
first to the primary health insurance company of the student-athlete and/or of his/her parent(s)
and/or guardian(s). The Florida State University Department of Athletics retains a secondary
excess policy. This secondary policy will pay ONLY AFTER primary insurance has been
engaged and only for athletic-related injuries or illnesses.
E. Payments or reimbursement checks, which are sent to policyholders by insurance carriers and
intended for payment of medical expenses, are funds which are the responsibility of the
policyholder to apply fully to payment of such expenses by the policyholder. The Florida State
University Department of Athletics will not be responsible for charges not paid by the
policyholder in these circumstances.
F. Student-athletes and/or parents or guardians should review the details of their insurance plan to
make sure it provides adequate coverage for injuries and illnesses, understand their insurance
company’s claim filing procedures and what must be done if injuries or illnesses occur while
away from home. Student-athletes should carry their insurance ID card (and prescription card, if
one exists) on their person.
G. It is the responsibility of the student-athlete and/or parents or guardians to inform the Sports
Medicine Staff of any peculiarities and changes in his/her medical insurance coverage (i.e. HMO,
PPO). If services are rendered while there is a lapse in coverage, the student-athlete and/or
parent(s) and/or guardian(s) may be responsible for all charges incurred during this lapse. Please
let the Sports Medicine Staff know of any questions that may arise concerning the medical
coverage of an athlete.
H. All requests made by insurance carriers for applicable information will be handled in the most
expedient and timely manner possible. Student-athletes and parent(s) and/or guardian(s) have the
responsibility to immediately notify the Department of Athletics Coordinator of Insurance and
Risk Management with all requests, letters, claims or billing related to insurance for care and
treatment received by the student-athlete from healthcare providers and insurance companies.
This policy will ensure timely handling of all matters.
I. Arrangements for follow-up care with a physician for injuries incurred during athletic activity
must be completed within a 14 day period after completion of the competitive season, eligibility
or termination from the team. After said period, Florida State University Department of Athletics
is no longer financially responsible for any expenses incurred as a result of said injury unless
other arrangements have been made with the Sports Medicine Staff.
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SPECIAL CIRCUMSTANCES
Special circumstances which may arise that are not covered by these policies will be reviewed on a
case by case basis and a final decision will be rendered by the Director of Sports Medicine on any
action and disposition.
PROCEDURES FOR THE CARE OF ATHLETIC INJURIES /
ILLNESSES
POLICY
Any student-athlete who has suffered an injury or illness should make it known to the Sports
Medicine Staff.
Any student-athlete requiring medical diagnosis or treatment for injuries or other related medical
problems while participating in their Intercollegiate Athletic Program should report this injury or
problem to the athletic trainer assigned to his/her sport. The athletic trainer will then administer first
aid and make arrangements for consultation, if needed.
If the Team Physician is on the site or is called for consultation and diagnosis, he/she will prescribe
treatment. If the prescribed treatment is available in the athletic training room, the student-athlete is
required to be treated in the athletic training room under the supervision of the Sports Medicine
Staff.
If the Team Physician believes the injury is of the nature or severity that requires the consultation of
another medical specialist, referrals will be made as soon as possible by the Team Physician or a
member of the Athletic Training Staff.
If the student-athlete is not satisfied with his/her injury diagnosis or recovery progress, he/she should
notify the Director of Sports Medicine or Team Physician. Necessary arrangements will be made for
a second opinion and the Department of Athletics will cover the expenses in the usual manner.
However, the Department of Athletics will not cover the expenses of other physicians, hospital bills,
etc., when the student-athlete has not been referred by the Athletic Training Staff or the Team
Physician.
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Medical records are maintained in the Athletic Training Rooms for all student-athletes participating
in the Intercollegiate Athletic Program. The Athletic Training Staff and the Team Physician, when
needed, are the final authority on when an injured or ill student-athlete may return to practice or
competition. HIPAA guidelines are strictly enforced.
Athletic Injuries and Illness Procedure
If a student-athlete is injured or ill and is restricted from athletic participation, he/she must be
granted clearance by the certified athletic trainer or team physician to resume physical activity.
All injuries and illnesses should be reported to the Athletic Training Staff. All student-athletes
needing medical attention for illnesses at the University Health Services will be referred by the
Sports Medicine Staff. Any student-athlete that reports to the University Health Services or
emergency room without prior approval from athletic training staff, except in the case of extreme
emergency, will be responsible for the financial obligation for treatment received.
Coaches are not permitted to refer student-athletes to the University Health Services, any medical
facility or physician except in the case of extreme illness or injury when a member of the Sports
Medicine Staff is not available. All athletic injuries and illnesses will be handled by the Sports
Medicine Staff without interference from the coaching staff.
If a student-athlete is injured during a practice session, workout session or contest, the Sports
Medicine Staff will aid him/her as quickly as possible, evaluate the student-athlete and proceed with
the appropriate, immediate care. The coach will be informed as quickly as possible regarding the
student-athlete's injury and availability for that particular practice, workout or contest.All therapeutic
treatment, if necessary and available, will be administered by the Athletic Training Staff.
In the case of an emergency, the Athletic Training Staff will administer the necessary emergency care
until EMS (Emergency Management Services) or a team physician arrives. COACHES SHOULD NOT
UNDER ANY CIRCUMSTANCES REQUEST THE REMOVAL OF A STUDENT-ATHLETE OR
ATTEMPT TO MOVE HIM/HER IF AN INJURY HAS OCCURRED TO THE STUDENT-
ATHLETE’S HEAD, NECK OR BACK. Coaches are not to interfere with the Athletic Training Staff
and their management of emergency situations.
Physician Clinic
A general practitioner will be available multiple times each week in the Don Fauls Athletic Training
Room to asses any injuries or illnesses experienced by the student-athletes. All student-athletes have
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access to be seen by the physician. Appointments are established based on severity of injury and
student-athletes who are currently in-season receive right of first refusal. The remaining
appointment times are distributed on a first-come first-served basis. Student-athletes who have
schedules that conflict with clinic times will be referred to University Health Services for
examination or referred to Tallahassee Orthopedic Clinic.
Referrals
If a team physician, the Thagard Student Health Service Center, or the Sports Medicine Department
determines that an outside referral or consultation is necessary for a student-athlete, the appointment
for such a visit will ONLY be arranged by the team physician or the Sports Medicine Department. If
a student-athlete refers himself/herself without obtaining prior approval from the Sports Medicine
Department, the student-athlete shall assume medical and financial responsibility for such outside
visit and medical attention. Coaches do not have the authority to arrange medical referrals to any
physician or outside medical service without consulting and receiving prior approval through the
Sports Medicine Department.
Prescriptions
The Department of Athletics may pay for prescription medications at anytime for an enrolled
student-athlete during the year, as long as it filled in Tallahassee or on a scheduled road trip with a
team and is necessary for athletic participation.
Dental Care
The Department of Athletics will assume financial responsibility for the payment of dental injuries
that are incurred while participating in an official team practice or contest. All dental injuries
associated with athletic participation must be reported to a member of the Athletic Training Staff.
The Team Dentist will perform all dental repairs whenever possible. The cost of any dental
procedure that is not pre-approved by the Director or Sports Medicine will be incurred by the
student-athlete.
The Sports Medicine Department shall not be responsible for the payment of normal dental care such
as cavities, cleaning, gum infections, wisdom teeth extraction, or any other dental problems not
related to an athletic injury.
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Corrective Lenses
Each student-athlete will receive an eye examination during the pre-participation physical
examination. Should it be determined that a SCHOLARSHIP student- athlete needs vision
correction, the Sports Medicine Department will incur the cost of vision correction contact lenses.
The student-athlete must seek prior approval for such visual aid from a member of the athletic
training staff. If the student-athlete is NOT on scholarship, the cost of contact lenses will be incurred
by the student-athlete. Contact lenses which are lost or misplaced, other than in athletic
participation, will be replaced by the student-athlete at his/her own expense. Corrective glasses are
NOT the financial responsibility of the Sports Medicine Department.
If a student-athlete is in need of corrective glasses, the Staff Athletic Trainer will consult with
the Office of Student Services to determine Student Assistance Fund (SAF) eligibility. The
student-athlete must be Pell eligible in order to receive services paid for by the Special
Assistance Fund. Upon verification that the student-athlete is SAF eligible, the Staff Athletic
Trainer will make the appointment for the student-athlete (at which time an estimate is
requested) and forward a completed SAF application to the Office of Student Services. Each
situation will be assessed on an individual basis and will follow in accordance with the policies and
procedures set by the Office of Student Services.
Massage Therapy
A. Massage therapy service during the REGULAR SEASON:
During the regular season, the Florida State University team physician will determine if
therapeutic massage is needed for the medical benefit of the student-athlete. Massage therapy
services that are provided during the regular season will be paid for from the Sports Medicine
Department budget. Currently, we have medical contracts with several local Licensed Massage
Therapists (LMT’s) for massage therapy services for the student-athletes. Once a team physician
has approved the massage therapy for a student- athlete, the team’s certified athletic trainer will
set up the massage therapy appointment for the student-athlete.
B. Massage therapy service during the POST-SEASON:
During the post-season (ACC Tournaments and/or NCAA tournaments), the team certified
athletic trainer, the Director of Sports Medicine and the team physician will determine if
therapeutic massage is needed for the team. If so determined, the team may contract the services
with one of the local Licensed Massage Therapists prior to the start of the post-season
tournament(s) and the costs will be incurred by the Sports Medicine Department budget. If the
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coaches would rather their team obtain massages at the competition site, they may either travel
with a local massage therapist or contract the services of a Licensed Massage Therapist in the
host city. This cost will be incurred by that team’s budget. Administrative approval must be
obtained prior to travel.
C. Student-athletes/coaches who set up appointments with a licensed massage therapist
WITHOUT team physician referral or administrative approval will be personally
responsible for incurring the cost of the massage therapy services.
PURCHASE OF ATHLETIC TRAINING SUPPLIES
The Sports Medicine Department is the only department authorized to purchase medical supplies,
modalities and athletic training equipment. The Sports Medicine Department will maintain a current
inventory of all medical supplies and equipment and order medical supplies and equipment in
accordance with the procedures of the Department of Athletics. The Sports Medicine Department
will also be responsible for maintaining, using and issuing medical supplies and equipment in a
competent manner.
All purchases made using an open (blanket) purchase order for the Sports Medicine
Department must have prior approval by the Director of Sports Medicine.
Payment for prescriptions given to a student-athlete by a team physician, an approved consultant
physician, or the Student Health Service, must be approved by the Sports Medicine Department.
Student-athletes must obtain a payment slip for prescriptions from a certified athletic trainer prior to
having the prescription filled.
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CONFIDENTIALITY AND PRIVACY POLICY
Medical Records
The Sports Medicine Department will keep a record of all injuries, illnesses and surgical procedures
along with daily injury records and daily treatment records. All medical records will be secured
under double-locked conditions as per HIPAA regulations. All computer records will be password
protected per HIPAA regulations.
Release of Medical Information
All of the information gathered and kept private by the Sports Medicine Department is highly
confidential and is protected by the Federal Right to Privacy Act. A student-athlete must sign a
waiver for release of any information to any family member, media source, health care professional
or professional scout.
In order to ensure validity and consistency of information, all questions from the news and/or social
media regarding the medical condition(s) of a student-athlete will be referred to the Sports
Information staff of the sport involved. The Sports Information staff must get approval from the
Sports Medicine staff representative before any medical information is released to the news and/or
social media. The Sports Medicine staff representative is the head athletic trainer or staff oversight
for the respective sport. The Sports Information staff is not permitted to speak with the Florida State
University team physicians regarding any student-athletes medical condition(s). In addition, the
student-athlete will not answer any questioning regarding their medical condition(s) unless it is cleared
by the Sports Medicine staff.
In the case of sporting events, there will be no information released to the news and/or social media
during the event by anyone on the Sports Medicine staff until it is determined that the student-athlete
in question will not return to the game. At that time, the Sports Medicine staff representative will
notify the Sports Information staff of the situation.
Every effort will and should be made to educate the student-athlete and his/her family regarding the
sharing of their medical information on social media networks. Sharing of such information by the
Sports Medicine and Sports Information staff, including their families, is prohibited. This includes
team physicians, staff athletic trainers, graduate assistant athletic trainers, and athletic training
students. The Florida State University Athletic Department staff will make every effort to respect
the privacy of our student-athletes and their families.
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TRANSPORTATION
Individual Transportation
If a student-athlete has a personal vehicle available to get them to and from class, academic
obligations, and medical appointments; then they are to use such transportation if an injury/illness
does not prevent them from doing so.
Athletic Training Transportation
In the event a student-athlete does not have a personal vehicle (i.e. car) to get them to and from
medical appointments, then a staff athletic trainer may take the student-athlete in his/her personal
vehicle. If an athletic training student is transporting a student-athlete, he/she must use a registered
Florida State University Department of Athletics vehicle. If a student-athlete has a lower body injury
and is non-weight bearing, the staff athletic trainer may help coordinate transportation for the
student-athlete to get to and from class, academic obligations, and medical appointments on time.
The student-athlete shall be responsible for any other transportation.
SUBSTANCE ABUSE PROGRAM
*See Section 207 of the Florida State University Department of Athletics
Policies and Procedures Manual*
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DIETARY SUPPLEMENTS AND BANNED SUBSTANCES
Dietary Supplements
Dietary supplements are frequently marketed to student-athletes by outside sources to improve
performance, recovery time, and muscle-building capability. Such supplements (i.e. multi-vitamins,
protein powders, etc.) are not regulated by the Federal Drug Administration (FDA) and are available
to be purchased through a variety of sources.
It is required that student-athletes seek the guidance of a Designated Supplements Advisor within the
Department of Athletics prior to considering using any type of supplement not already provided by
the Florida State University Department of Athletics. The Designated Supplements Advisors include
the Sports Dietitian, the Director of Sports Medicine, the Associate Director of Sports Medicine, and
the Director of Sports Science for Football. If a student-athlete consumes a dietary supplement
without such approval, they assume all responsibility for risk of a positive drug test and the resulting
consequences.
Banned Substances
All student-athletes are subject to the policies and procedures of the Florida State University
Department of Athletics Substance Abuse Program. A current list of the NCAA banned substances
is located on the NCAA website or may be obtained from the NCAA office. The list is subject to
revision and student-athletes shall be held accountable for all banned drug classes on the current list.
Please refer to the “Substance Abuse Program” section for details.
BODY COMPOSITION
POLICY
Assessment of Body Composition
The purpose of body composition assessment is to determine the student athlete’s distribution of lean
(muscle) mass and fat mass. The key to body composition assessment is the establishment of an
acceptable range of lean and fat mass over regular time intervals to assure stability or growth of lean
mass and a proportional maintenance or reduction of fat mass. Attention should be given to changes
in lean mass (both in weight of lean mass and proportion of lean mass) versus the attention
traditionally given to body fat percent.
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PROCEDURE
Methods of Assessment
At Florida State University, the most common method used to assess body composition in student-
athletes is Bod Pod Body Composition Testing, administered by the department sports dietitian.
Other means of body composition assessment are available as needed, including skinfold calipers
and DEXA.
Concerns with Body Composition Assessment
Coaches should be made aware that the weighing and assessment of body composition in athletes in
not a benign action and, in fact, can encourage the development of unhealthy eating
behavior/lifestyle. The assessment of body composition should be taken in a way that enhances the
student-athlete’s well-being and the following concerns should be recognized:
a. Weight should not be used as a marker of body composition – increase muscle mass may
increase weight but should be viewed as a positive change.
b. Do not compare body composition values with other athletes – differences in height, age,
gender, genetic factors, and sport event/position are likely to result in differences in body
composition.
c. Do not seek an arbitrarily low level of body fat – arbitrarily low body fat can increase the
frequency of illness, increase risk of injury, reduce performance, and increase risk of an
eating disorder.
d. Frequency of Body Composition Assessment – measurement frequency should be
determined on an individual basis by the team physician, certified athletic trainer, sports
dietitian, and strength and condition staff. Body composition assessment will typically be
conducted in conjunction with performance testing at the beginning and conclusion of a
semester or season.
Recommendations
It is recommended that the assessment of body composition be performed by the sports dietitian or
sports medicine staff when deemed appropriate. This information should remain confidential and
help educate student-athletes of changes occurring as a result of training and nutritional factors.
Coaches are not permitted to know the weight or body composition results of student-athlete unless
the student-athlete chooses to share the information with them on their own. The certified athletic
trainer, the sports dietitian, the strength and conditioning coach, and the student-athlete will typically
be the only people who will be aware of the data.
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NUTRITION
Sports Nutrition
Nutrition plays an integral role in promoting athletic success. Proper nutritional habits help student-
athletes stay healthy and optimally fueled so they can maximize training, conditioning, and recovery.
Good nutrition habits can equate to greater gains in lean body mass, minimize fatigue related to poor
hydration and under-fueling, enhance recovery, and injury prevention and rehabilitation, which
supports all future training and competition. To accomplish these goals, the student-athletes must get
appropriate calories and nutrients essential for fueling the body throughout the day.
Nutrition Education
Student-athletes are encouraged to work with the Florida State University Department of Athletics
Sports Dietician to work toward their nutrition goals through nutrition coaching, counseling or meal
planning. All nutrition advice and educational material shall be in accordance with NCAA
guidelines. If a student-athlete has a medical condition that may need the attention of the sports
dietitian (i.e. diabetes, sickle cell anemia, celiac disease, etc.), the certified athletic trainer will refer
the student-athlete to the sports dietician for an initial assessment. If the student-athlete is in need of
outside nutrition counseling, they shall be referred by their team physician, staff athletic trainer, or
sports dietitian.
SPORT COVERAGE
Practices
For all contact sports, a certified athletic trainer is required to be in attendance for in season
workouts, out of season workouts and skill sessions. Contact sports include:
Football Men’s Basketball
Women’s Basketball Women’s Soccer
Softball Baseball
Women’s Volleyball Women’s Sand Volleyball
For non-contact sports either a certified athletic trainer, professional rescuer, a team coach or
strength and conditioning coach who is certified in CPR, First Aid, and AED usage will be present
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during in season workouts, out of season workouts, weight lifting sessions, and skill sessions. Non-
contact sports include:
Men’s Golf Women’s Golf
Men’s Tennis Women’s Tennis
Men’s Track and Field Women’s Track and Field
Men’s Cross Country Women’s Cross Country
Men’s Swimming and Diving Women’s Swimming and Diving
Cheerleading Dance
Stunt
Events
The Florida State University Athletic Department requires that a staff athletic trainer and/or team
physician be present at all home athletic events. One certified athletic training staff member will
travel with the following sports:
Football* Men's Basketball
Women's Basketball Baseball
Softball Women’s Soccer
Men’s Track and Field Women’s Track and Field
Men’s Cross Country Women’s Cross Country
Men’s Tennis Women’s Tennis
Men’s Swimming and Diving Women’s Swimming and Diving
Women Volleyball Women’s Sand Volleyball
* Three certified assistant athletic trainers, two certified graduate assistant athletic trainers, athletic
training students, and at least two team physicians will travel with the Florida State University
football team for away games.
In the event that a non-contact athletics team should travel without a certified athletic trainer prior
arrangement will be made to ensure that the student-athletes will have appropriate medical care and
supervision. Head coaches will also be given emergency information regarding insurance policies
and payment of medical bills, should they be incurred by student-athletes while competing off
campus. It is the responsibility of the head coach to contact a certified staff athletic trainer
immediately if medical attention is required for a student-athlete.
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VISITING TEAM PROCEDURES
INJURY TO THE VISITING TEAM
Any visiting student-athlete who is injured while practicing or competing at Florida State University
in Intercollegiate Athletics will be afforded the same care as a Florida State University student-
athlete. If the visiting team has a team physician and/or a certified athletic trainer traveling with
them, they will be allowed to handle the injury according to their own policies. If the visiting team
does not have a team physician and/or a certified athletic trainer traveling with them, a member of
the Florida State University Sports Medicine Staff will handle the case as if it were one of his/her
own athletes. Any medical expenses incurred by visiting student-athletes are the responsibility of
their athletics department. Payment arrangements will be made accordingly.
USE OF THE ATHLETIC TRAINING ROOM FACILITIES
The Athletic Training Room facilities are primarily for the student-athletes participating in the
Florida State University athletics programs and for the evaluation, treatment, and rehabilitation of
athletic injuries. These facilities are also available to visiting teams on a reciprocal, courtesy basis.
Other athletics department staff and university personnel will be permitted to use the athletic training
facilities with the authorization of the Sports Medicine Staff, subject to the priorities of the athletics
program.
Emergency Management Services (EMS) and the Florida State University Police Department
(FSUPD) will be activated for any emergency situation not involving athletics department personnel
or visiting athletic teams.
When the athletic training rooms are not in use for Intercollegiate Athletics, the facilities will be
locked. These facilities are under the direct supervision of the Director of Sports Medicine and
his/her staff and are unavailable for use by outside staff members. All therapeutic modalities must
be operated by the personnel of the Sports Medicine Staff due to their potential danger. Athletic
training facilities are not available for summer camp use.
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OSHA REGULATIONS
POLICY
In an effort to help all staff who might be risk reduce or prevent exposure to blood or other potential
infectious materials, the Occupational Safety and Health Administration (OSHA) has issued
standards governing occupational exposure to bloodborne pathogens (NATA News., 1993).
OSHA has the following description of potential infectious materials:
Fluids that have been recognized by the Centers for Disease Control as directly linked to the
transmission of HBV and/or HIV are: blood, blood products, semen, vaginal secretions, cerebro-
spinal fluid, synovial fluid, pericardial fluid, amniotic fluid, concentrated hepatitis B virus and
human immunodeficiency virus, and saliva in dental settings.
In compliance with OSHA standards, the Florida State University Sports Medicine Staff will
implement a prevention plan as addressed in the following pages. The following guidelines were
developed as per the U.S. Department of Labor Occupational Safety and Health Administration
compliance assistance guidelines.
Who is covered?
OSHA does not list the professions covered by the standard, but Athletic Trainers at FSU are
anticipated to come in contact with blood or other infectious materials while performing their duties.
The potential for exposure not only exists in the athletic training rooms but also on the practice or
competition fields.
Key Provisions
1. Tasks and procedures when occupational exposure to blood or bodily fluids occur- the possibility
for exposure exists for all sports medicine staff.
• wound cleaning
• whirlpool procedures
• towel and equipment sanitation
• emergency protocols for injury situations
• urine screening
• initial evaluations
• rehydration techniques
• ambulatory aid techniques
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• care and treatment of heat illness
2. Universal precautions- these precautions refer to method of infection control in which all human
blood and other potentially infectious materials are treated as if known to be infectious for HIV and
HBV.
3. Engineering Controls- an engineering control is the use of available technology and devices to
isolate or remove hazards from the athletic trainer. These control methods eliminate or minimize
athletic trainer exposure to blood or other potentially infectious materials.
At FSU engineering controls include:
- puncture resistant sharps containers
- splash guards
4. Work Practice Controls- are alterations in the manner in which a task is performed in an effort to
reduce the likelihood of an athletic trainer's exposure to blood or other potentially infectious
materials.
• Hands shall be washed after removing gloves or as soon as possible after contact with body
fluids.
• All personal protective equipment should be removed immediately, or as soon as possible
upon leaving the work area, and placed in an appropriately designated container for storage,
washing, decontamination or disposal.
• Used needles and other sharps shall not be sheared, bent, broken, recapped or resheathed by
hand.
• All procedures involving blood or potential infectious materials shall be performed in such a
manner as to minimize splashing and spraying.
5. Personal Protective Equipment- is specialized clothing or equipment used by athletic trainers to
protect themselves from direct exposure to blood or other potentially infectious materials.
• FSU shall provide and assure athletic trainer use of appropriate personal protective equipment
such as; gloves, gowns, laboratory coats, fluid resistant aprons, head and foot coverings, face
shields and eye protection, mouthpieces, resuscitation bags, pocket masks, or other
ventilation devices when there is potential for exposure to blood or other potentially
infectious materials.
• FSU shall assure that appropriate personal protective equipment is available in a variety of
sizes and readily accessible.
• FSU shall provide for the cleaning, laundering, or disposal of personal protective equipment.
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• FSU shall repair or replace required personal protective equipment as needed to maintain its
effectiveness.
• Surgical or examination gloves shall be replaced when visibly soiled, torn, punctured, or
when their integrity is comprised. They shall not be washed or disinfected for reuse.
• Utility gloves may be washed or disinfected for re-use if they show no signs of deterioration.
• HBV vaccination-shall be offered (at no cost) to all athletic trainers whose jobs involve the
risk of directly contacting blood or other potentially infectious materials. Vaccinations shall
be given according to recommendations for standard medical practice.
6. Post Exposure evaluation and follow-up
• Following a report of an exposure incident, the FSU staff shall make available to the student
a confidential medical evaluation and follow-up of the incident.
• The FSU staff shall document the route of exposure, HBV and HIV status of the source
patient(s), if known, and the circumstances under which the exposure occurred.
• The staff shall notify the source patient(s) of the incident and attempt to obtain consent to
collect and test the source's blood to determine the presence of HIV and/or HBV
infection.
• The staff shall offer to collect a blood sample from the exposed athletic trainer as soon as
possible after the exposure incident for determination of HIV and/or HBV status.
• The staff shall offer repeat HIV testing to exposed athletic trainers six weeks post-exposure
and on a periodic basis thereafter (12 weeks and six months after exposure.)
• Follow-up of the exposed athletic trainer shall include counseling, medical evaluation of any
acute illness that occurs within twelve weeks post-exposure, and use of safe and effective
post-exposure measures according to recommendations for standard medical practice.
7. Infectious Waste Disposal
• Disposal of all infectious waste shall be in accordance with applicable Federal, State, and
local regulations.
• All infectious waste shall be placed in closable, leak proof containers or bags that are color-
coded, labeled, or tagged.
• Disposable syringes, needles, scalpel blades and other sharp items shall be placed in
puncture-resistant containers for disposal.
• Puncture-resistant sharp containers shall be easily accessible to workers and located in areas
where they are commonly used.Double-bagging prior to handling, storing, and/or
transporting infectious waste is necessary if the outside of a bag is contaminated with blood
or other potentially infectious materials.
• Lab specimens of body fluids shall be transported in a container that will prevent leaking and
disposed of in accordance with institutional policies and regulatory requirements.
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8. Tags, Labels, and Bags-
• Tags that comply with 29 CFR 1910.145(f) shall be used to identify the presence of an actual
or potential biological hazard.
• Tags shall contain the word "BIOHAZARD" or the biological hazard symbol shown above
and state the specific hazardous condition or the instructions to be communicated to athletic
trainers.
• The word and message must be understandable to all athletic trainers who may be exposed to
the identified hazard.
• Label/tags may be an integral part of the container or affixed as close as safely possible to
their respective hazards by string, wire, or adhesive to prevent their loss or unintentional
removal.
• Red bags or red containers may be substituted for labels on containers of infectious waste.
• All athletic trainers shall be informed of the meaning of various labels, tags, and color-coding
system.
9. Housekeeping Practices
• The staff shall assure that the worksite is maintained in a clean and sanitary condition.
• The staff shall determine and implement an appropriate cleaning schedule for rooms where
body fluids are present. Schedules shall be as frequent as necessary depending on the area of
the institution, the type of surface to be cleaned, and the amount and type of soil present.
• The staff shall ensure that athletic trainers wear appropriate PPE including general-purpose
utility gloves during all cleaning of blood or other potentially infectious materials and during
other decontaminating procedures.
• Initial clean-up of blood or other potentially infectious materials shall be followed with the
use of an approved hospital disinfectant chemical germicide that is tuberculocidal or a
solution of 5.25 percent sodium hypochlorite (bleach) diluted between 1:10 and 1:100 with
water.
• Equipment contaminated with blood or other potentially infectious materials shall be checked
routinely and decontaminated if possible prior to servicing or shipping.
10. Laundry Services
• The staff shall ensure that athletic trainers wear protective gloves and other appropriate
personal protective equipment to prevent exposure to blood and other potentially infectious
materials during handling and sorting of linen.
• Laundry that is contaminated with blood or other potentially infectious materials or that may
contain contaminated needles or sharps shall be treated as if it were HBV/HIV infected and
handled as little as possible with a minimum of agitation.
• Contaminated laundry shall be bagged at the location where it was used and shall not be sorted or rinsed in
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patient areas.
• Contaminated laundry shall be placed and transported in bags that are labeled or color coded and that
prevent liquid seepage if such a potential exists.
• Laundry personal must have proper protection when handling contaminated material.
11. Training and Education of Athletic Trainers
• The employer shall ensure that all employees with exposure to blood or other potentially
infectious materials participate in a training and education program.
• Material appropriate in content and vocabulary to educational level, literacy, and, language
background if staff shall be used.
• The training program shall contain the following elements:
-A general explanation of the modes of transmission of HBV and HIV
-An explanation of the employer's infection control program.
-An explanation of the use and limitations of methods of control that may prevent or
reduce exposure including universal precautions, engineering controls, work practices,
and personal protective equipment.
-Information on the HBV vaccine, including its effectiveness, safety, and benefits of
being vaccinated.
-An explanation of the procedure to follow if an exposure incident occurs, method or
reporting the incident, and the medical follow-up that will be made available.
-An explanation of the signs, labels, tags and/or color coding used to denote biohazard.
All the above information must be read and explained prior each fall season.
U.S. Department of Labor Occupational Safety and Health Administration (1991). Compliance
Assistance Guideline for the Feb. 27 1990 OSHA Instruction CPL 2-2.441B. Enforcement
Procedures for Occupational Exposure to Hepatitis B Virus and Human Immunodeficiency Virus.
p.3-11.
Valdosta State University Patterson St. Valdosta Athletic Department Valdosta Georgia 31698. Jim
Madaleno, Michele Garber 1993.
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Compliance Statement
I have read and understand the Florida State University Athletic Training Room Regulations in
accordance with OSHA Standards.
I agree to comply with these guidelines in my work in the FSU Athletic Training Room.
Signed________________________________
Date__________________________________
Witness________________________________
Date___________________________________
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MEDICAL SITUATIONS/CONDITIONS
COLD STRESS AND COLD EXPOSURE
POLICY
The Florida State University Sport Medicine department aligns itself with the position statement
published by the National Athletic Trainer’s Association in 2008. The position statement makes it
clear that it is the exposure to cold environments and physical activity that lead to cold temperature
injuries. It is the low air or low water temperatures mixed with wind that really decreases the body’s
ability to maintain homeostatic body temperatures.
PROCEDURE
Recommendations
The Sports Medicine Staff, coaches and student-athletes should:
• Will be educated in the recognition and treatment of cold stress and cold exposure
• Wear proper layered clothing around the core
• Wear pants and sleeves designed to insulate and break the wind
• Gloves, ear protection, and face protection are also to be worn
• Socks should wick moisture away.
Recognition of Cold Stress
Sports Medicine Staff, coaches, and student-athletes need to be educated and recognize
environmental factors:
• Windchill
• Frostbite
• Hypothermia
Signs
Sports Medicine Staff, coaches, and student-athletes must also recognize SIGNS of cold stress:
• Shivering
• Numbness
• Tingling
• Burning sensation of exposed flesh
• Fatigue
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• Confusion
• Slurred speech
• Red or painful extremities
• Swollen extremities
• Clumsy movements
Guidelines for Cold Temperature Participation:
• 30°F and below: potential for cold stress injuries
• 15°F or windchill: limit outside exposure
• 0°F or windchill: Terminate outside activities
HEAT ILLNESSES
POLICY
In 2002 the National Athletic Trainer’s Association published its Heat Illness position statement. It
states that athletic participation in hot and/or humid climates increases the likelihood of student-
athletes suffering a heat illness. The Florida State University Sports Medicine Department follows
the NATA’s position statement and guidelines in education of parties involved, identification of
those predisposed to heat illness, acclimatization, and education on rehydration and recovery
between exercise bouts of student-athletes.
PROCEDURE
Guidelines for Participation in Heat & Humidity
Wet-bulb globe temperature (WBGT) higher than 75°F or humidity above 90% may be dangerous.
Above 82°F indicates that preventative measures should be applied. Preparticipation physical exam
medical histories should give insight as to which individuals will be predisposed to heat illness.
Including factors like the following:
• Previous history of heat illness
• Poor physical conditioning
• Obesity
• Unacclimatized individuals
• Prescription drugs or supplements being used
Acclimatization period should be 10-14 days in length: intensity & duration increasing gradually
over that period of time. Rehydration should be encouraged during practices and between practice
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sessions; coaches and student-athletes should be encouraged to replenish their fluids and also be
educated on the rehydration policy.
Signs of Heat Illness
Signs of heat illness are visible changes that may occur to a student-athlete who is suffering from
heat illness.
• Muscle cramping
• Decreased performance
• Unsteadiness
• Confusion
• Vomiting
• Irritability
• Pale or flushed skin
• Rapid weak pulse
Symptoms of Heat Illness
Symptoms of heat illness are physical changes that the student-athlete may describe. They are
characterized as being feelings more than anything else. The Sports Medicine Staff should educate
the coaches and student-athletes in them so they can recognize when a student-athlete is in trouble.
• High Body temp
• Nausea
• Headache
• Dizziness
• Unusual fatigue
• Lack of sweat
• Blurred vision/blacking out
• Fainting
Treatment of Heat Illness
Heat cramps, heat syncope, heat exhaustion, heat stroke and exertional hyponatremia are some of the
more severe kinds of heat illness. Several of these conditions have signs and symptoms that are very
similar and it is often that one condition progresses into the next. This is the reason why
identification of heat illnesses early in their onset is critical. Heat exhaustion is often a precursor to
the more severe heat stroke. Heat exhaustion is characterized by symptoms like weakness, dizziness
and nausea. It will present with signs like syncope, muscle cramps, profuse sweating and cool,
clammy skin. The treatment rendered should include removal from participation to a cool shaded
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area, preferably indoors. Oral fluids should be pushed in order to replenish electrolytes lost. The
team physician will be notified by the team athletic trainer and he shall determine if further medical
care is needed. The student-athlete suffering from heat exhaustion is not to return to practice that
day. Heat stroke is a medical emergency and should be treated as such. Emergency medical
personnel should be summoned at once by following the emergency action plan for the venue.
Individual suffering from heat stroke will present with very high body temperatures, usually hot, dry
skin that has ceased sweating. While waiting for EMS the goal should be to lower the core body
temperature of the individual. Acceptable ways of doing this include cold water immersion, wetting
the body with running cold water and fanning vigorously, and by using ice. The team physician will
also be notified of this medical emergency.
REHYDRATION
POLICY
In 2000, the National Athletic Trainer’s Association (NATA) released its position statement in
regards to dehydration and the proper actions to take in the prevention of dehydration. The Florida
State University Sports Medicine Department understands that Florida poses several environmental
challenges to the physically active outdoors. It is with this understanding and careful planning that
we look to prevent dehydration of student-athletes. Education of all parties involved (coaches,
strength and conditioning staff and student athletic trainers), careful monitoring of environmental
factors, practice dynamics, monitoring of student-athletes are some key issues that will be targeted.
Each FSU sports team has its own rehydration policy which takes into account exercise intensity,
frequency and duration.
PROCEDURE
It has been shown that a fluid loss of 1-2% of body weight is enough to alter physiological function
and adversely affect performance. Preventing dehydration is key in the prevention of heat illnesses
like heat cramps, heat exhaustion and heat stroke.
Symptoms of Dehydration:
• Thirst
• General discomfort and complaints
• Weariness
• Apathy
• Dizziness
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• Headache
• Nausea
Signs of Dehydration:
• Flushed skin
• Cramps
• Vomiting
• Chills
• Decreased performance
Recommendations for Decreasing Weight Loss during Participation
FSU student-athletes participating outside in the hot and humid environment are to be monitored for
body weight loss. They are to be weighed-in pre and post activity, including practice and
competitions. The aim of this practice is to monitor those who are very productive sweaters and may
become at risk of dehydration which may lead to heat illness.
Guidelines for Weigh-Ins:
• Entire team must weigh-in
• Student-athletes are to weigh-in before and post-practice wearing the same amount of
clothing
• Weigh-ins and weigh-outs must be monitored to make sure that student-athletes write in
correct values
• Percentage of body weight lost during practice is then to be calculated
• This calculation will factor in on the decision to allow student-athletes to participate on the
following practice bout
• The staff athletic trainer will make note of any body weight loss of 2% and monitor that
student-athlete for signs and symptoms of dehydration
• Recommendation: Any student-athlete who undergoes a body weight loss of ≥3% shall not
be allowed to return to play until proper fluid replacement has taken place
Guidelines for Rehydration
Student-athletes are encouraged to drink before, during and after each practice bout and competition.
They are to drink prior to activity in order to be well hydrated at the start of activity. Student-athletes
should drink early and often during activity in order to combat the amounts of water and electrolytes
lost in their sweat. Student-athletes should replace fluids lost in sweat within 2-hours of the
cessation of activity. For every pound of body weight lost 20-24oz of fluids should be ingested.
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Student-athletes are encouraged to drink water as their main beverage to replace fluids lost. Student-
athletes are encouraged to drink sports drinks containing no more than 8% carbohydrates to replace
the electrolytes (Na, K, Cl, Mg, Ca) lost in sweat.
EATING DISORDERS
POLICY
The Department of Athletics is dedicated to ensuring the safety and good health of each and every
student-athlete at Florida State University. Since eating disorders are a serious health risk which
requires prompt medical attention, a plan has been developed to educate staff in recognizing signs
and symptoms of eating disorders to enable staff to respond to at risk individuals. A treatment plan
is in place for intervention and referral for a student-athlete who displays signs or symptoms of
disordered eating behavior. Florida State University has established a multidisciplinary team to
recommend intervention and treatment of disordered eating. This team will also consider requests
for body or weight modification.
Education
All Department of Athletics staff will be required to notify the member(s) of the Multidisciplinary
team of any at risk individuals that may come in contact with on a daily basis.
Team weigh-ins or body composition measurements performed by coaching or training staff will be
performed for reasons of safety, hydration or other medical reasons deemed necessary by the
multidisciplinary team. Confidentiality concerning a student-athlete’s body weight, body
composition and eating behaviors must be maintained. Comments concerning body weight, body
composition or diet of a student-athlete will be avoided.
All incoming freshmen will receive education, information and referral sources for eating disorders.
Identification
Student-athletes should be referred to the Sports Nutritionist(s) for an assessment if one or more of
the following symptoms of disordered eating are present:
• Body weight below 85% IBW, BMI under 18.5 and/or % body fat under 18% (females only)
• Amennorhea or oligomenorrhea
• Stress fracture, repeated stress fractures or multiple stress fractures
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• Slow healing time for injuries, repetitive injuries
• Physical signs and symptoms including: obvious decrease in body weight or body fat,
extremely low body weight, thinning of hair, dental problems, swollen glands, etc.
• Admits to bingeing, purging (excessive exercise, laxatives, vomiting) using diet pills or
diuretics, strict dieting, restrictive eating, vegetarian, chewing and spitting out food or other
unusual dieting practices.
• Participating in additional exercise, in addition to regular workouts or practices, not heeding
advice from coach or trainer concerning injury, recovery time, etc
• Unwilling to meet with Sports Nutritionist or other health professional for body weight or
nutrition concerns
• Non-compliant during consultation sessions with medical staff or nutritionist (Refusing to be
weighed, refusing to allow help/assistance, etc)
• Appears depressed and unwilling to participate in social events, team dinners, etc.
• Distorted body image, makes comments concerning body weight, body fat, etc.
• Weighing frequently, denying hunger, preoccupied with food, calories, nutrition or cooking
Student-athletes who have shown concerns for developing or having an eating disorder will be
referred to a multidisciplinary eating disorder treatment team.
PROCEDURE
1. The student-athlete is referred to the multidisciplinary team by a certified athletic trainer, the
coach, the sports dietitian, psychologist, counselor, and other sports medicine staff or by the
student-athlete (or teammate).
a. The person who refers the student-athlete should gather specific information
regarding their behavior, eating habits, etc. and then make the referral.
b. Also, the person who wants to make the referral can contact any member of the team
to talk about the concerns of the student-athlete who is suspected of disordered eating
behavior.
2. If an eating disorder is identified or suspected, the student-athlete may be referred further to:
a. Department of Athletics Counseling Service
b. Sports Dietitian
c. In-patient hospitalization
3. The multidisciplinary treatment team will be utilized in the evaluation and management of
student-athletes with eating disorders.
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Diagnosis and Treatment
A sports medicine multidisciplinary team including the Director of Sports Medicine, team physician,
sports dietitian, clinical psychologist, Director of Strength and Conditioning- Olympic Sports, and
Associate Athletic Director for Student Services will consider requests for body or weight
modification of a student-athlete. An administrator will be an ex-officio member of the team as well.
The team will meet monthly to review cases.
The athletic trainer, sports nutritionist, team physician, psychologist or administrator will arrange to
meet with the student-athlete to discuss the concerns raised regarding his/her disordered eating
behavior. The following steps may be taken:
1. Monitor, with no direct intervention
2. Refer for psychological counseling
3. Refer for nutrition counseling
4. Request that the team physician evaluate the student-athlete for full physical including blood
work, EKG and DEXA (if necessary)
5. Require student-athlete maintain minimal bodyweight as determined by physician (dropping
below recommended body weight will result in dismissal from participation for one week)
Each member of the team is potentially the starting point for any referral and then the student-athlete
will be referred to each member of the team.
The team physician may warrant further intervention or medical clearance for the student-athlete to
return to full participation in intercollegiate athletics. If medical clearance is recommended for the
student-athlete the staff athletic trainer will be notified immediately by the team physician.
If further intervention is necessary, the team physician in conjunction with the staff athletic trainer,
sports dietitian and the psychologist will devise a treatment plan for the student-athlete. Treatment
of at least individual therapy consultations, individual nutrition consultations and periodic medical
evaluations will be provided to the student-athlete with an eating disorder. Appropriate referrals will
be made for individual counseling and in cases where more intense treatment is deemed necessary.
The team physician, staff athletic trainer and other staff shall act in the best interest of the student-
athlete.
The student-athlete may or may not be cleared for athletic participation following review from the
sports medicine team. All decisions related to athletic participation are made by the team physician.
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The plan and compliance contract developed by the sports medicine team will include a process for
determining the student-athlete’s compliance with the contract and the consequences if the student-
athlete should not keep the contract. The plan and compliance contract will be developed on an
individual basis and will require approval of the Director of Sports Medicine and the team physician
prior to discussion with the student-athlete.
Waivers
All student-athletes sign a waiver at the beginning of each year when they have their physicals done
and this allows us to release information to any member of the sports medicine team. Confidentiality
is maintained within the athletic medicine team. Also, a release must be signed by the student-
athlete to allow the release of information to those outside the team, such as a coach or a parent.
Coaches are informed of medical restriction/clearance by the team physician.
GENDER SPECIFIC ISSUES
POLICY
Florida State University will not be financially responsible for women's wellness exams. Any female
student athlete who is experiencing menstrual dysfunction should contact her athletic trainer or the
team doctor. Dysfunction that can be attributed to training will be investigated by the Sports
Medicine Staff and appropriately taken care of. Forms of birth control will be prescribed and
covered only if the team physician deems that a student athlete requires the method to participate.
Any expenses incurred from the diagnosis of any sexually transmitted infection (STI) will be at the
student-athlete's expense. Florida State University does not cover the diagnosis of any STI or
maintenance medications. Prescriptions for these medications can; however, be written by the team
physician. Any STI that poses a threat of transmission to other student athletes or a possible
limitation of athletic participation must be disclosed to either the team physician or the athletic
trainer. The athlete must sign a release of information from the health center in order for results to
be given to the athletic trainer and team physician. A diagnosis of a STI does not immediately
disqualify a student athlete from participating.
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PROCEDURE
If a student-athlete has questions about birth control or menstrual cycle dysfunction, she should
contact her athletic trainer as soon as possible. The student-athlete will be referred to the team
physician or University Health Services women's clinic for examination.
If a student-athlete would like to get a women's wellness examine, she will be referred to the
University Health Services women's clinic for examination. Their insurance will be applied and any
residual expense will be at the athlete's expense.
A student-athlete who suspects they have contracted an STI may be referred to University Health
Services or the team physician. Any expenses incurred will be the student-athletes’ responsibility.
SKIN DISORDERS
POLICY
The Florida State University Athletics Department has taken many steps to help prevent the spread
of contagious skin disorders.
The Sports Medicine Department will encourage following NCAA recommendations:
A. Keep hands clean by washing thoroughly with soap and warm water or using an alcohol-based
sanitizer routinely
B. Encourage good hygiene
• Immediate showering after activity
• Ensure availability of adequate soap and water
• Pump soap dispensers are preferred over bar soap
C. Avoid whirlpools or common tubs
• Individuals with active infections, open wounds, scrapes or scratches could infect others or
become infected in this environment
D. Avoid sharing towels, razors, and daily athletic gear
• Avoid contact with other people’s wounds or material contaminated from wounds
E. Maintain clean facilities and equipment
• Wash athletic gear and towels after each use
• Establish routine cleaning schedules for shared equipment
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F. Inform or refer to appropriate health care personnel for all active skin lesions and lesions that do
not respond to initial therapy
• Train student-athletes and coaches to recognize potentially infected wounds and seek first aid
• Encourage coaches and sports medicine staff to assess regularly for skin lesions
• Encourage health care personnel to seek bacterial cultures to establish a diagnosis
G. Care and cover skin lesions appropriately before participation
• Keep properly covered with a proper dressing until healed
• “properly covered" means that the skin infection is covered by a securely attached bandage or
dressing that will contain all drainage and will remain intact throughout the sport activity
• If wounds can be properly covered, good hygiene measures should be stressed to the student
athlete such as performing hand hygiene before and after changing bandages and throwing
used bandages in the trash
• If wound cannot be properly covered, consider excluding players with potentially infectious
skin lesions from practice and/or competition until lesions are healed or can be covered
adequately
PROCEDURE
In order to aide in this, student-athletes are asked to immediately report any suspicious skin
conditions to their team athletic trainer. If deemed appropriate, the team physician will be notified
and will take appropriate steps to assure that the condition is treated promptly and appropriately. In
addition, all common areas may require cleaning and disinfection in order to control the spread of the
condition.
MENTAL HEALTH ISSUES
POLICY
Florida State University has two classifications for mental health: acute and chronic. Acute
emergencies are defined as sudden changes in mental conditions i.e. perceived suicide attempt or
changes in mental status; these conditions often require hospitalization. Chronic conditions include:
depression, anxiety disorders, or other previously diagnosed mental conditions.
A psychiatrist is a medical doctor who can prescribe medications, along with the treatment of mental
disorders. A psychologist can do similar treatments but cannot prescribe medications. Psychologists
can make suggestions regarding the medications that would help a condition but any prescriptions
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must be written by a licensed physician. In both cases, insurance will be applied initially and any
subsequent bills or copays will be the student-athlete’s responsibility.
If a student-athlete needs a medication in order to perform, and the student-athlete is receiving
scholarship funding, and the student-athlete complies with all mandated counseling the Sports
Medicine Department will cover the costs of these medications. If it is determined that the student-
athlete is not continuing with the suggested counseling schedule, the Sports Medicine Department
reserves the right to suspend payment of medications.
PROCEDURE
In the event of an acute emergency (i.e. threat or perceived suicide attempt, changes in mental status,
or other destructive behaviors) the student-athlete's parents/guardians, Director of Sports Medicine,
team psychologist, sport administrator and Director of Athletics will be notified immediately. The
student-athlete will be directed to either an emergency facility or to the team psychologists’ office
for diagnosis and initial treatment. The team psychologist will coordinate further treatment, and
along the team physician and Director of Sports Medicine, they will determine proper return to
athletic participation.
In the event of a chronic mental health condition (i.e. depression, bipolar disorder, anxiety), a
student-athlete may request or be referred to our team psychologist or referred to University Health
Services for treatment.
The Director of Sports Medicine and staff athletic trainer will be notified of any student-athlete
whom is under the care of the team psychologist or psychiatrist. Other personal will be told if
deemed necessary by the Director of Sports Medicine.
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A
TTENTION DEFICIT DISORDER /
ATTENTION DEFICIT HYPERACTIVITY DISORDER
POLICY
Attention Deficit/Hyperactivity Disorder is one of the most common neurobehavioral disorders of
childhood and can persist through adolescence and into adulthood. For this reason, the NCAA has
published its guidelines for the regulation of stimulant medications to treat ADD/ADHD in student-
athletes (SA). The Florida State University Sport Medicine Department adheres to those guidelines
published by the NCAA in March 2008. The aim is to follow the guidelines set forth by the NCAA
so that the student-athletes are capable of competing, and more importantly, use the medications
needed to support their academics, general health, and well-being.
PROCEDURE
Reporting of ADD/ADHD Medications
Each student-athlete will undergo a pre-participation physical (PPE) upon arrival at FSU prior to
beginning their athletic career. Included in the PPE will be a medical history form that asks for all
current medications. The student-athlete is encouraged to list all stimulants or pharmacological
agents used in the treating of an attention deficit disorder. Previously diagnosed individuals must
present the Sports Medicine Department with the following documentation:
• Description of evaluation process that identifies assessment tools utilized
• Statement of diagnosis with date of confirmation
• History of ADD/ADHD treatment (previous/ongoing)
• Statement that non-banned ADD/ADHD alternatives were considered if the current
medication prescribed is a stimulant
• A copy of recent prescription
• Written documentation of annual follow-up by prescribing physician should be available if
needed
• If a student-athlete has been undergoing treatment for ADD/ADHD prior to their arrival at
FSU but was never tested and has no documentation available to justify the usage of the
stimulant medication, then the student-athlete must undergo proper testing that will meet all
the criteria listed above.
Testing
Student-athletes may undergo testing for ADD/ADHD upon arrival at FSU if any of the following
occur:
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• Admissions officer in compliance sees trends in academic progress that hints at an attention
deficit disorder
• Discrepancies between GPA and standardized test scores
• Academic advisors or tutors see signs of attention deficit disorders
• A coach may request for a student-athlete to be tested
Test Verification
The Sports Medicine Department and the Student Academic Support Services (SASS) will work
together to verify proper diagnosis and to make sure that both departments know and understand who
is to be taking medication for their ADD/ADHD. This should be communicated between the team
certified athletic trainer and the learning specialist in charge of working with the student-athlete.
ADD/ADHD Education of Student-Athlete
When a student-athlete is diagnosed with AD/HD they will meet with the team physician and team
certified athletic trainer to discuss the plan of care. The team physician will provide the student-
athlete with the “ADD/ADHD information sheet” and provide answers to any questions the student –
athlete may have. The team physician will explain some of the possible side effects of taking
stimulants for the treatment of ADD/ADHD. They include but not limited to:
• Dizziness
• Hyper
• Nervousness
• Feeling like your heart is racing
• Shakiness
• Difficulty sleeping
• Lack of appetite
Mental Health Professional
Once the student-athlete has met with the team physician, an appointment will be made with a
psychologist (Dr. Isabel Alfonso) for ADD/ADHD coaching in regards to the diagnosis of the
student-athlete. Together, the student-athlete and the psychologist will devise a plan based on the
need for follow-up care. At the discretion of the student-athlete, the psychologist will provide
feedback to the team certified athletic trainer regarding medication, academics, athletic performance,
etc.
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Follow-up
The team certified athletic trainer is in charge of requesting any medical documentation in regards to
treatment of the student-athletes’ condition from previous physicians. The student-athlete will
follow-up with the team physician when a prescription needs to be refilled. This will allow the
physician and the student-athlete to discuss how the medication is working and if either party feels
the need to make adjustments to the dosage or frequency.
Documentation
The team athletic trainer will keep records of ADD/ADHD diagnostic test performed, results of those
tests, prescriptions written and filled, and records regarding follow-up and monitoring visits. All
these documents must be kept confidential in student-athletes’ chart.
CONCUSSION & MILD TRAUMATIC BRAIN INJURY (mTBI)
MANAGEMENT PLAN
POLICY
To provide a protocol to evaluate and manage a sports-related head injury from an athletic trainers
and team physician’s perspective.
REASON
The Florida State University Sports Medicine is committed to the identification, evaluation, and
management of concussions. All concussion management procedures will be in accordance with the
NCAA Concussion Management Plan, set forth by the NCAA Committee on Competitive
Safeguards and Medical Aspects of Sports (CSMAS).
PROCEDURES
Each year every student-athlete will be educated with the NCAA “Concussion Fact Sheet for
Student-Athletes.” Each student-athlete will read this fact sheet that includes signs and symptoms of
a concussion, and sign a statement in which they accept the responsibility for reporting their injuries
and illnesses to the institutional medical staff.
Each year every coach will be educated via the use of the NCAA “Concussion Fact Sheet for
Coaches.” Each coach will read the fact sheet and will sign confirming that the information on
concussions and was presented and they understand their role in these policies and procedures.
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Each incoming student-athlete will undergo baseline neurocognitive function, vestibular and
optokinetic testing prior to the beginning of their eligibility at Florida State University.
All baseline values will be given to the respective athletic trainer in charge of that sport. Baseline
results are to be kept on file as well as in a travel folder for away competition. Once an injury occurs,
a predetermined set of events will take place.
The tools utilized by the Florida State University Sports Medicine department to assess
neurocognitive function will be the ImPACT test (ImPACT Applications, Inc., Pittsburgh, PA) and
the SCAT3 test for further neurocognitive and balance function. The Accommodation, Convergence,
Saccades, and VOR tests will also be utilized by the ATC, team physician or his designee in order to
conduct a thorough concussion evaluation.
If a sports-related head injury (concussion) has been deemed by the certified athletic trainer, team
physician, or designee the following events will occur.
If the student-athlete is showing signs and symptoms of a concussion, they will be removed from
practice/play for the remainder of the day and evaluated by a physician or his designee.
The student-athlete will be monitored for signs and symptoms of head trauma. During post
practice/game, the student-athlete will be evaluated by the ATC, team physician or designee.
The student-athlete and an individual that lives with the student-athlete will be given specific
instructions in the care of their injury. If the student-athlete lives alone there will be a staff athletic
trainer, graduate assistant athletic trainer, and/or another teammate assigned to monitor the student
athlete’s status overnight. The person responsible for the student-athlete will be given a “concussion
take home sheet” with directions to follow.
If indicated, the Athletic Trainer assigned to that sport is responsible for contacting “Student
Academic Services” and notifying them that the student-athlete may have trouble with reading,
concentrating, focusing, and that attending classes may be contraindicated for a short period.
Ensuring the student-athlete is able to safely return to his/her normal activities of daily living should
be the primary goal. As few class absences as is required for recovery will be utilized. Special
attention should be paid to MATHEMATICS classes as it has been shown to be one of the hardest
subjects for student-athletes who have sustained a concussion.
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The day (1) following the injury, the student-athlete will be evaluated by the team physician or ATC.
Symptoms, vestibular testing, and cognitive function will be evaluated by the athletic trainer, team
physician or his designee as symptoms permit.
ImPACT test will be administered within a timeframe of 24-72hrs post-injury, symptoms permitting.
If student-athlete does not score within 90% of baseline scores they will not be allowed to progress
into the “Exertional Testing Protocol.” The student-athlete may begin a rehabilitation protocol that
addresses the systems affected by the injury. This protocol should be devised between the ATC, team
physician or his designee.
a. SCAT3 will be administered in order to monitor the severity of the injury to the
athlete. If the student-athlete is not within 90% of his baseline scores, he/she will
continue to be monitored daily. The symptom questionnaire portion of the SCAT3
will be administered daily until student-athlete is within 90% of baseline scores. Then
a repeat ImPACT test will be performed.
b. Accommodation, convergence, saccades, and VOR tests should be utilized as a guide
for developing the rehabilitation protocol by the ATC in conjunction with the team
physician or his designee.
c. When optokinetic testing reveals a need for vision therapy, it will be up to the team
physician to refer for visual therapy.
d. If the student-athlete has returned to within 90% of baseline values and is
asymptomatic (without pharmacological assistance), he/she will be considered to
complete the “Exertional Testing Protocol (Table 1. Exertional Testing Protocol).
Ultimately, in order to return to full play, the student-athlete will need to be cleared
by a team physician or his designee.
2. All of these steps need to be properly documented and stored into Injury Zone. All papers
need to be signed by the student-athlete and the certified athletic trainer.
3. Guidelines and clinical experience by the team physician or ATC will be considered when
making a decision.
4. The aim in managing student-athletes that have endured a concussion is to prevent a
catastrophic outcome and to return the athlete to competition in a manner that minimizes both
the possibility of second-impact syndrome or more severe head injury while minimizing the
amount of time lost from competition.
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Table 1. Exertional Testing Protocol
Student-athlete reports absence of symptoms to the athletic trainer and has been tolerating
rehabilitation exercises and symptoms have not increased.
Step 1
Student-athlete performs 15 minute cardiovascular workout with interval sprinting, stopping if
symptoms return. Also, perform push-ups, squats, and crunches. If no symptoms:
Step 2
Student-athlete performs individual sport skills without threat of contact. Sport skills should
incorporate movements in as many planes as possible. The aim is for potential symptoms to present
in this controlled environment rather than during a live practice or competition. If symptoms
return, student-athlete must stop and revert to step 1 the following day. If no symptoms:
Step 3
Student-athlete may return to practice with limited contact. Level of involvement depends on the
sport and position of the student-athlete. If symptoms return, student-athlete must stop. If no
symptoms, student-athlete should be seen by physician for clearance to participate in all activities
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FLORIDA STATE UNIVERSITY
SPORTS MEDICINE DEPARTMENT
HEAD INJURY/CONCUSSION
CARE OF PATIENT NOT REQUIRING HOSPITALIZATION
Concussion Home Care Instructions
We believe that _________________________________ sustained a concussion on:
_____________.
During this period of time it is important that a responsible person be in close contact with the patient
and watch carefully for the appearance of possible serious symptoms.
To ensure a proper recover, please follow the important recommendations provided below:
Please REMIND _______________________ to report to the athletic training room tomorrow at
______ (AM/PM) for a follow-up evaluation.
It is ok to:
Use ice on head and neck
for comfort and decrease
headache
Eat light meals
Go to sleep
Rest
There is NO need to:
Awaken or arouse the
patient hourly
Check eyes with a
flashlight
Test reflexes
Stay in bed
DO NOT:
Drink alcohol
Eat spicy foods
Give/take pain medication
Listen to loudmusic/headphones
Watch TV
Play videogames
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Do computer/tablet work
Engage in activities that
require focus and
concentration
Please contact me should you observe any of the following symptoms:
1. Inability to waken/arouse patient 5. Severe headache that does not go away
2. Vomiting 6. Clear drainage from ears or nose
3. Restlessness 7. Inability to move arms/legs equally on both sides
4. Mental Confusion 8. Convulsions
If the patient normally takes ADD/ADHD medication, please make sure that he/she continues his/her
prescription.
Recommendations provided to: ___________________________
Recommendations provided by: ___________________________
Date: ___________________ Time: ________________________
Please feel free to contact me if you have any questions. I can be reached at: __________________
Signature: ____________________________________ Date: _____________________
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FLORIDA STATE UNIVERSITY SPORTS MEDICINE DEPARTMENT
STUDENT-ATHLETE CONCUSSON STATEMENT
Please read, sign and date at the bottom.
1. I have read and understand the NCAA Concussion Fact Sheet.
2. I understand that it is my responsibility to report all signs and symptoms of a possible concussion to
my athletic trainer and/or team physician.
After reading the NCAA Concussion Fact Sheet, I am aware of the following information:
A concussion is a brain injury, which I am responsible for reporting all signs and symptoms of a possible
concussion to my team physician or athletic trainer.
A concussion can affect my ability to perform everyday activities, and affect reaction time, balance, sleep
and classroom performance.
I understand that I cannot see a concussion, but I may notice some of the symptoms right away. Other
symptoms can show up hours or days after the injury.
If I suspect a teammate has a concussion, I am responsible for reporting the injury to my team physician
or athletic trainer.
I will not return to play in a game or practice if I have received a blow to the head or body that results in
concussion-related symptoms.
Following concussion the brain needs time to heal. Individuals are more likely to have a repeat
concussion should he or she return to play before symptoms resolve.
In rare cases, repeat concussions can cause permanent brain damage and even death.
_______________________________
Printed Name of Student-Athlete
____________________________ ____________
Signature of Student-Athlete Date
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FLORIDA STATE UNIVERSITY SPORTS MEDICINE DEPARTMENT
COACH/GRADUATE ASSISTANT CONCUSSON STATEMENT
Please read, sign and date at the bottom.
1. I have read and understand the NCAA Concussion Fact Sheet.
2. I understand that it is my responsibility to report all signs and symptoms of a possible concussion that
occurs to any of my student-athletes to my athletic trainer and/or team physician.
After reading the NCAA Concussion Fact Sheet, I am aware of the following information:
A concussion is a brain injury, for which I am responsible for reporting all signs and symptoms of a
possible concussion that occurs to my student-athletes to my team physician or athletic trainer.
A concussion can affect my student-athlete’s ability to perform everyday activities, and affect reaction
time, balance, sleep and classroom performance.
I cannot see a concussion, but I may notice some of the symptoms that affect my student-athletes right
away. Other symptoms can show up in my student-athletes hours or days after the injury and I will
report them to the team physician and/or athletic trainer immediately as they appear.
If I suspect that any of my student-athletes has a concussion I am responsible for reporting the injury to
my team physician or athletic trainer.
I will not return my student-athlete to play in a game or practice if they have received a blow to the head
or body that results in any concussion-related symptoms until they are cleared medically.
Following concussion the brain needs time to heal. A student-athlete can be more likely to have a repeat
concussion if they return to play before their symptoms resolve. Resolution of these symptoms may take
days and even weeks.
In rare cases, repeat concussions can cause permanent brain damage and even death.
__________________________________________
Printed Name of Coach/Graduate Assistant
___________________________________________ _____________
Signature of Coach/Graduate Assistant Date
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SPORTS-RELATED HEAD INJURY/MILD
TRAUMATIC BRAIN INJURY (mTBI) INCIDENT
REPORT SHEET
TESTS
DOI
D1
D2
D3
D4
D5
D6
D7
WK2
WK3
WK4
BASELINE
CN TEST
SX CHECK
SCAT 3
ACCOMMODATION
CONVERGENCE
SACCADES
VOR
ImPACT
COMP(VERB)
ImPACT
COMP(VIS)
ImPACT
MOTOR SPEED
ImPACT
REACTION TIME
Name_________________ Sport________________ Date of Injury_________________
Number of Previous Head Injuries_____ RTP Date_______ Date of Last Head Injury_____
Was “dizziness” experienced on the field? _______________
What was the worst symptom of last concussion? _____________________________________
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SICKLE CELL TRAIT
POLICY
The sickle cell trait is present in individuals who only carry one chromosome of the disease. This is
identified so that the student-athlete is aware that if they were to have a child with another individual
with the trait the child would carry the disease. The disease occurs when an individual has both
chromosomes. In compliance with the NCAA sickle cell policy, the Florida State University
Department of Athletics will test each student athlete for the sickle cell trait. A blood sample will be
taken during the pre-participation physical and tested to determine every student-athlete’s status
regardless of ethnicity.
PROCEDURE
In the event a student-athlete tests positive for the trait or disease, the student-athlete will meet with the team
physician and their staff athletic trainer. The meeting and education will be properly documented. They will
be educated on their condition and will sign an acknowledgement letter. The student-athlete will be provided
with the NCAA Sickle Cell Trait Fact Sheet for Student-Athletes. All coaches and staff athletic trainer(s) will
be notified of a student-athlete who tests positive for either the trait or disease. All coaches and Sports
Medicine Staff have received education on how to manage student-athletes with either condition. The
coaches will be provided the NCAA Sickle Cell Trait Fact Sheet for Coaches. No student-athlete will be
disqualified from participating as long as their condition is well controlled.
According to the NCAA, student-athletes with sickle cell trait are suggested to take the following precautions:
• Set his/her own pace.
• Engage in a slow and gradual preseason conditioning regimen to be prepared for sports-specific
performance testing and the rigors of competitive intercollegiate athletics.
• Build up slowly while training (e.g., paced progressions).
• Use adequate rest and recovery between repetitions, especially intense drills.
• Not be urged to perform all-out exertion of any kind beyond two to three minutes without a breather.
• Be excused from performance tests such as serial sprints or timed mile runs, especially if these are not
normal sport activities.
• Stop activity immediately upon struggling or experiencing symptoms such as muscle pain, abnormal
weakness, undue fatigue or breathlessness.
• Stay well hydrated at all times, especially in hot and humid conditions.
• Maintain proper asthma management.
• Refrain from extreme exercise during acute illness, if feeling ill, or while experiencing a fever.
• Access supplemental oxygen at altitude as needed.
• Seek prompt medical care when experiencing unusual distress.
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SICKLE CELL TRAIT ACKNOWLEDGEMENT LETTER
I, _________________________, understand that I am sickle cell trait positive and have been
instructed on the proper management of this condition. I have read and understand the “Sickle
Cell Trait Educational Information Sheet” provided by the Florida State University Sports
Medicine Staff. I have also met with a team physician and a certified athletic trainer regarding
my sickle cell trait, and I agree to comply with the plan and guidelines set during this
consultation.
Signed________________________________
Date__________________________________
Witness________________________________
Date___________________________________
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CONDITIONS OF IMPAIRMENT
POLICY
A student-athlete with impairment is defined as a person who only has one organ that was originally
a pair, I.e. lungs, eyes, kidney, etc. A person with a pre-existing loss of a paired organ is an
individual whom lost said organ prior to becoming a student-athlete at Florida State University.
Both, individuals whom have pre-existing impairment and an impairment that was sustained while
participating in intercollegiate athletics will have to sign a letter of acknowledgement stating that
they understand the risk of competing with only one organ.
PROCEDURE
Any student-athlete choosing to participate in Florida State University's intercollegiate athletics
whom has lost or incurs a loss of any paired organ (eye, kidney, etc.) must meet with the team
physician to determine the appropriate plan. Each situation will be handled on an individual basis.
If a student-athlete is permitted to participate in their designated athletics program, a waiver will be
drafted and approved by the Florida State University Department of Athletics legal counsel.
PREGNANCY
POLICY
If a student-athlete suspects she is pregnant and she contacts her athletic trainer, coach, or department
personnel, diagnostic testing must be done to confirm or rule out a pregnancy. The student-athlete must
sign a release of information from the health center in order for results to be given to the staff athletic
trainer and team physician. Florida State University will pay for diagnostic testing. All further medical
costs due to pregnancy will be incurred by the student-athlete. Each female student-athlete must comply
with Florida State University rules and regulations regarding the occurrence of a pregnancy.
Once a pregnancy is confirmed, the student-athlete must have a gynecological exam and a determination
must be made as to the stage of the pregnancy. This information will be given to the team physician so
that a determination can be made of the student-athlete’s ability to continue their sport. The Director of
Sports Medicine will also be notified.
PROCEDURE
If the student-athlete states that she believes she is pregnant or the athletic trainer believes the student-
athlete is pregnant due to signs and symptoms (and the coaching staff is unaware), the student-athlete
must have a pregnancy test at University Health Services or the Mahan Medical Clinic. Student-athletes
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with confirmed pregnancy will be encouraged to let her coach know about the situation. If the student-
athlete declines to allow information to be released to their coach, any withholding from practice will be
explained as an undisclosed illness. The Director of Sports Medicine and team physician will be given
information regarding the pregnancy and the future course of action. The team physician will then
make a decision regarding the student-athlete’s ability to continue play, weighing the risk for both the
student-athlete’s health and ability to maintain the pregnancy. If a student-athlete is permitted to
participate in their designated athletics program, a waiver will be drafted and approved by the Florida
State University Department of Athletics legal counsel. The team physician will also make any
decisions regarding activity status during pregnancy and return to activity following pregnancy outcomes
on an individual basis.
Student-athletes participating in athletics during pregnancy can be medically disqualified by their
obstetrician and team physician due to the risk of sport participation for the student-athlete and the
integrity of the pregnancy. Student-athletes may return to full-activity post-delivery.
It is the policy of the NCAA and Florida State University that no student-athlete’s scholarship status be
affected by pregnancy.
Our referring obstetrician:
Gynecology and Obstetrics Associates
Dr. Jana Foresthofel
1402 Centerville Rd.
Suite 4200 Professional Office Building
(850)877-3549
Student-Athlete Pregnancy Policy
Student-Athlete Acknowledgement Signature
(to be turned in and kept on file in the athletic training room)
If a student-athlete suspects she is pregnant and she contacts her athletic trainer, coach, or department
personnel, diagnostic testing must be done to confirm or rule out a pregnancy. The student-athlete must
sign a release of information from the health center in order for results to be given to the staff athletic
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trainer and team physician. Florida State University will pay for diagnostic testing. All further medical
costs due to pregnancy will be incurred by the student-athlete. Each female student-athlete must comply
with Florida State University rules and regulations regarding the occurrence of a pregnancy.
Once a pregnancy is confirmed, the student-athlete must have a gynecological exam and a determination
must be made as to the stage of the pregnancy. This information will be given to the team physician so
that a determination can be made of the student-athlete’s ability to continue their sport. The Director of
Sports Medicine will also be notified.
If the student-athlete states that she believes she is pregnant or the athletic trainer believes the student-
athlete is pregnant due to signs and symptoms (and the coaching staff is unaware), the student-athlete
must have a pregnancy test at University Health Services or the Mahan Medical Clinic. Student-athletes
with confirmed pregnancy will be encouraged to let her coach know about the situation. If the student-
athlete declines to allow information to be released to their coach, any withholding from practice will be
explained as an undisclosed illness. The Director of Sports Medicine and team physician will be given
information regarding the pregnancy and the future course of action. The team physician will then
make a decision regarding the student-athlete’s ability to continue play, weighing the risk for both the
student-athlete’s health and ability to maintain the pregnancy. If a student-athlete is permitted to
participate in their designated athletics program, a waiver will be drafted and approved by the Florida
State University Department of Athletics legal counsel. The team physician will also make any
decisions regarding activity status during pregnancy and return to activity following pregnancy outcomes
on an individual basis.
Student-athletes participating in athletics during pregnancy can be medically disqualified by their
obstetrician and team physician due to the risk of sport participation for the student-athlete and the
integrity of the pregnancy. Student-athletes may return to full-activity post-delivery.
It is the policy of the NCAA and Florida State University that no student-athlete’s scholarship status be
affected by pregnancy.
Our referring obstetrician:
Gynecology and Obstetrics Associates
Dr. Jana Foresthofel
1402 Centerville Rd.
Suite 4200 Professional Office Building
(850)877-3549
I, ______________________________ have read, understand and will abide by the above pregnancy
policy.
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TYPE 1 DIABETES
POLICY
The Florida State University will act in accordance with the position statement published by the
National Athletic Trainer’s Association (NATA) in 2007. The goal we hope to achieve in the treatment
of Type I Diabetes is to maintain blood-glucose levels within a normal range without inducing an
unnecessary hypoglycemic event.
PROCEDURE
Preparticipation Physical Exam
Prior to beginning their athletic careers at Florida State University, all student-athletes will undergo a
thorough physical exam with a team physician.
• If a student-athlete exhibits signs or symptoms of diabetes he/she will be required to follow the
instructions of the team physician and/or team athletic trainer.
• The team physician and the team athletic trainer will develop a plan for the treatment of care.
The plan may include referral to an endocrinologist, the sports dietitian; additional testing
deemed necessary, practice limitations and possible nutritional restrictions.
• If the incoming student-athlete has previously been diagnosed with Type I diabetes, the team
athletic trainer will gather previous medical records to present to the team physician for their
evaluation. At this time, the team physician may develop a plan of how often they are going to
meet with the student-athlete for follow-up.
Diabetic Plan of Care
Upon successful completion of the preparticipation physical, each student-athlete diagnosed with Type I
diabetes will have a plan of care devised for practice, home, and away competitions. This plan of care
will have input from the team physician, the team athletic trainer and the sports dietician. The plan will
encompass but not limited to the following:
• Glucose monitoring guidelines and recommendations
• Insulin therapy guidelines
• A thorough understanding of any other medications that aid in glycemic control.
• A thorough understanding of signs and symptoms of hyper-/hypo- glycemia for all involved with
the student-athlete (i.e., coaches, athletic training students, strength and conditioning staff, etc.)
• Emergency contact information
• It is recommended that a medical alert tag be worn at all times
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Athletic Training Kits
The student-athlete is responsible for providing his athletic trainer all the necessary supplies to treat a
diabetic emergency. The supplies are to be present at each practice and competition. The supplies should
include all but are not limited to the following:
• Plan of care
• Blood monitoring equipment and supplies (glucose meter, testing strips and insulin)
• Supplies to treat hypoglycemia (i.e. orange juice, non-diet soda, glucose tablets, etc.)
• Sharps container to discard lancelets or syringes adequately
• Extra batteries for glucose meter or insulin pump
Recognition, Treatment, and Prevention of Hyperglycemic Events
The team athletic trainer and the athletic training students responsible for the care of the student-athlete
with Type I diabetes shall be aware and have the responsibility and ability to prevent, recognize and treat
episodes of hyperglycemia and hypoglycemia. If exercise or any other activity is seen to elevate the risk
or frequency of hyperglycemic events it is recommended that the student-athlete follow-up with the team
physician.
Athletic Injury and Glycemic Control
Athletic injuries are an inherent risk to sport. The body responds to such injuries by secreting stress
hormones to aid in the healing process. Some of these hormones are the culprits of hyperglycemic states.
For student-athletes with Type I diabetes, this can actually hinder the healing process because their
hyperglycemic response is an exaggerated one. Diabetic student-athletes should strive to maintain
normal glucose levels by constant monitoring and adequate insulin administration. When a student-
athlete with Type I diabetes suffers an injury, he/she and the team athletic trainer should develop a plan
for the care of the injury which includes glucose level monitoring.
ASTHMA
POLICY
Asthma is a disorder of the airway characterized by chronic hyper-responsiveness of the bronchi.
According to the CDC, 24.6 million Americans or 8.2% of them suffer from Asthma in 2009. In 2007
the World Health Organization reported that 300 million people suffer from asthma worldwide and 250
thousand deaths had been attributed to asthma. The Florida State University Sports Medicine
Department aligns itself with the position statement published by the National Athletic Trainer’s
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Association (NATA) in 2005 in regards to the identification, treatment and follow-up care of student-
athletes with asthma.
If a student-athlete has been diagnosed as an asthmatic prior to their arrival at Florida State University,
further medical exams will be performed if necessary to make sure that the symptoms are under control
and that the medication is correct for that student-athlete. All first-year student-athletes will undergo a
thorough pre-participation exam. If signs or symptoms of asthma are found, a more in-depth work-up
will be performed to find out the extent of asthma symptoms. Every student-athlete will undergo a
physical exam with the team physician on each year of participation. If signs or symptoms of asthma
become evident during the academic year, the team athletic trainer will refer the student-athlete to the
team physician for follow-up.
Signs and Symptoms:
• Chest tightness (or chest pain in children)
• Coughing
• Prolonged shortness of breath (dyspnea)
• Wheezing (especially after exercise bouts)
• Performance affected by breathing difficulty
• Use of accessory muscles to breathe
• Dyspnea when exposed to allergens or irritants
• Exercise-induced symptoms
• A well-conditioned athlete who has trouble completing tasks
• Family history of asthma
• Personal history of atopic dermatitis/eczema or hay fever
PROCEDURE
Treatment
After a student-athlete is diagnosed as an asthmatic, an individualized plan of care will be developed by
the team physician, team athletic trainer and student-athlete. The plan should include preventative
components and asthmatic episode treatment protocols. The treatment plan should also include the
following:
• Scheduled pulmonary spirometry testing
• Periodic pulmonary function test (as needed)
• List of prescriptions used by student-athlete
• Directions for each prescription for asthma
• Plan that takes into account practice dynamics and how to prevent asthmatic episodes during
practice and competition
• Plan of attack should an emergency arise
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Education
Each student-athlete who is diagnosed with asthma will be educated on the extent of their condition and
have an opportunity to ask questions in regard to the condition. The team athletic trainer and the team
physician will educate the student athlete in the proper usage of any medication that is prescribed to
them for the control of asthma and how they may interact with other prescriptions they may be on.
Follow-up
Student-athletes that are diagnosed with asthma, and it is being managed properly with infrequent,
minor episodes shall follow-up with the team physician at least once a year during the annual pre-
participation physical exam. Any student-athlete whose asthma is not under control, having frequent
episodes or worsening signs and symptoms shall be referred to the team physician for further
examination as soon as possible.
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206 – STRENGTH AND CONDITIONING
MISSION STATEMENT
The Florida State University strength and conditioning program is dedicated to the pursuit of
excellence. We are committed to rendering the finest Strength and Conditioning program in the
nation. This includes developing the most professional staff and facilities, and administering the
most comprehensive, efficient and effective collegiate program. Our goal is to maximize the
athletic potential of each Student Athlete by:
•
Providing an expert staff educated in and determined to render the most up-to-date and
effective strength and conditioning procedures to FSU athletes.
•
Developing individualized programs based on scientifically proven principles tailored to the
needs of each athlete.
•
Administering comprehensive programs which address: strength, power, acceleration, speed,
agility, core development, flexibility, conditioning, and nutrition and are designed to develop
the total athlete.
•
Monitoring both team and individual progress on a daily basis.
•
Reducing the risk of injury by strengthening weaknesses and working closely with team
doctors and trainers through the rehabilitation process.
•
Enhancing each individual's self-confidence, sense of well-being, and overall physical health.
•
Instilling a strong work ethic, discipline and will of heart, which will carry over to the field of
competition and life.
STRENGTH AND CONDITIONING PROGRAM
Because physical well being is essential to succeed both as a student and as an athlete, the athletic
department takes responsibility for helping each athlete to reach and maintain optimum physical
condition. To achieve this goal, a comprehensive Strength and Conditioning program has been
established to decrease the possibility of injury or re-injury.
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However, should an injury occur, the department is committed to the athlete’s complete
rehabilitation. In this instance, the Athletic Medicine staff and Strength staff will work together to
help the athlete rehabilitate and re-condition.
All intercollegiate athletic teams have access to the varsity strength training facility and a training
program. Each program addresses flexibility, strength, power, and aerobic/anaerobic conditioning
on both a team and individual basis.
Motivation
Develop a strong relationship with each athlete. This is a critical building block in motivating
each athlete to physically develop to his or her full potential.
•
Be personable. Develop professional relationship with athletes and get to know our athletes
as people.
•
Be enthusiastic.
•
Create a positive and fun atmosphere the athletes will enjoy.
•
Be a great teacher of the technical lifts.
•
Provide a tremendous amount of positive feedback.
•
Offer constructive criticism.
•
Cater to all the athletes’ needs.
•
Use the program’s great results as a motivational tool.
“Success breeds success.”
FSU Strength and Conditioning Staff contact Info
Olympic Sports Strength Staff
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Jon Jost FSU: 4-2549 Cell: 850-445-1169 Email: jjost@fsu.edu
Director of Strength and Conditioning
Mike Bradley FSU: 4-2681 Cell: 650-387-4191 Email: [email protected]
MBasketball / Golf Strength and Conditioning Coach
Dave Plettl FSU: 4-4716 Cell: 850-519-1460 Email: [email protected]
WBasketball / Tennis Strength and Conditioning Coach
Dan Schaefer Cell: 850-228-6325 Email: dschaefer@fsu.edu
Assistant Strength and Conditioning Coach
Howard Gray FSU: 5-9692 Cell: 850-228-0197 Email: hsgray@fsu.edu
Soccer / Swim Strength and Conditioning Coach
Adam Ross FSU: 5-7668 Cell: 414-788-6237 Email: [email protected]
Baseball Strength and Conditioning Coach
Caitlin Quinn Cell: 850-274-8789 Email: cquinn@admin.fsu.edu
Softball / Volleyball Strength and Conditioning Coach
Football Strength Staff
Vic Viloria FSU: 4-2108 Cell: 850-408-7793 Email: [email protected]
Head Football Strength Coach
Derek Smith Cell: 386-679-4107 Email: [email protected]
Football Assistant Strength and Conditioning Coach
Brandon Red Sanders FSU: 4-7070 Cell: 850-728-8873 Email: bcsanders@fsu.edu
Football Assistant Strength and Conditioning Coach
Brice Lockhart Cell: 850-384-5611 Email: [email protected]
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Football Assistant Strength and Conditioning Coach
Louis Dobosenski Cell: 214-417-2825 Email: [email protected]
Football Assistant Strength and Conditioning Coach
Florida State Sports Nutrition
Kristen Gravani - Sports Nutritionist – RD
FSU: 5-1918 Cell: 850-228-5205 Email: kgravani@gmail.com
General Responsibilities for Strength Staff
•
Be an ambassador of FSU and the FSU athletic program.
•
Look, act and be professional.
•
Work hard! We cannot expect the athletes to outwork us.
•
Present all memos, testing results, proposals and requests in a professional way- typed.
•
Wear FSU assigned gear when coaching.
•
Wear appropriate clothes when working out (FSU, Power Aid, Power Lift, Hammer).
•
Keep office space “recruiting ready” 100% of the time.
•
All communication regarding administrative issues must go through the Director and Head
Strength Coaches.
•
At all times, demonstrate courtesy toward others in the weight room.
•
Be assertive and demanding of our athletes.
•
Report any weight room related injuries to your superior as soon as possible.
•
If you recommend the use of steroids or an illegal substance to any athlete, you will be
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terminated.
•
If you know of any athlete that may be taking any illegal substance, report it confidentially
to your superior.
•
Strength staff personnel are not allowed to date Student Athletes. Make your relationships
professional.
•
Learn and teach proper lifting and spotting techniques on all lifts.
•
Be alert for bars that are not properly loaded, or any other potential risks of injury.
•
Do not ever allow weights to be out of place.
•
Profanity and foul language will not be tolerated.
•
Assist in the general maintenance and cleaning of the strength facility and equipment.
•
Learn emergency procedures.
•
Enforce weight room policies and rules at all times.
•
Be on time. This is not negotiable.
•
Maintain a POSITIVE ATTITUDE.
•
Question and be critical behind closed doors- Support and back 100% outside those doors.
•
Teach and train the athletes to pick up after themselves.
•
If you fail to train the athletes to pick up after themselves, you must pick up after your athletes.
•
Provide at least 1 week notice for time off and more if you will be gone more than one day.
•
You are allowed 1 hour to work out. If you need more time, do it on your personal time.
•
Do not sit or allow anyone else to sit on counter tops.
•
If you find something dirty … clean it.
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•
If you find something broken … fix it or report it.
•
Take Initiative and be Responsible.
FSU Strength and Conditioning Facilities
If you would like your team to work out in the weight room as a group, you must schedule a
time with the Head Strength Coach. There may be times during regular hours when the weight
room is filled to capacity and unscheduled teams or individuals will not be allowed to lift.
If your team needs to have access to the room outside regular hours, appointments must be made
with the Strength Coach responsible for that team.
ATHLETES CANNOT BE IN THE WEIGHT ROOM UNSUPERVISED. A certified Strength
Coach must ALWAYS be present with student-athletes in the facility.
The strength program provides the best training available while maintaining the highest safety
standards. One of the reasons athletes lift weights is to become stronger and more resistant to
injury. The weight room is not a place where injuries should occur. If an injury should occur,
contact your supervisor and the Sports Medicine staff immediately.
Weight Room Access
Only Florida State University Student Athletes, Athletics Department coaches/ staff, former FSU
athletes still on athletic aid or competing at the professional level, and individuals enrolled in the
Seminole Adult Fitness class will have access to the athletics department weight room facilities.
There will be exceptions made on a case-by-case basis. Any exceptions made must sign the “Hold
Harmless Waiver”, and be approved by Jon Jost. Inform all strength coaches of any visitors that
will be in using the weight room. If you do not know or recognize someone, introduce yourself.
Weight Room Hours
The weight room “general” operating hours during the semester will remain the same as previous
years: 8:00 AM – 6:00 PM, Monday – Friday. There will be exceptions made for teams whose
schedule dictates their need to train earlier or later in the day. Exceptions will not be made for
coaches wishing to use the facility for “athlete discipline workouts”.
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Key Policy
Weight room keys will be issued only to those individuals requiring a key to perform FSU related
duties. In other words, keys will not be issued to administrators, coaches, or staff who would like to
use the facility for personal reasons outside of work hours. Anyone who needs access to the weight
room for recruiting/tour purposes outside of operating hours will need to contact a Strength Coach 24
hours prior to the event. In this event, a Strength Coach will be made available to provide a tour of
the weight room facility.
Please understand that this facility is not a health club. You are more than welcome to use the weight
room during the hours of operation, provided you understand that our Student Athletes take priority.
REQUESTED LEAVE
To request leave time, email the day or dates you wish to take off to your supervisor. You will
receive a reply email notice of your request. If your request is granted, you then must submit
and email a listing of who has agreed to cover your responsibilities when you are away,
and record your leave time in OMNI under Self Service.
Strength Training Facility Rules
NOTICE: To all persons using the athletics department weight room. A list of rules is
presented below so that the facility will remain clean, safe, and ready for your use. YOUR
COOPERATION IS NEEDED AND APPRECIATED!
•
The weights should be on the bar, being used, or on the rack. DO NOT PUT WEIGHTS
ON THE FLOOR.
•
No food, drinks, or tobacco allowed in the weight room.
•
Athletes are not permitted to use cell phones in the weight room.
•
The strength staff will control music play list, and music volume.
•
Athletes are not allowed to listen to “ipods” during scheduled team workout.
•
Athletes must wear shirt and shoes at all times. No one will be allowed to lift in street clothes.
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•
Athletes are not allowed to wear a hat or any headgear in the weight room.
•
Equipment is not to leave the weight room, unless approved by Director and Head Strength
Coach.
•
No spitting on the walls or floor.
•
Chalk is to stay in the chalk bowl.
•
Former FSU athletes and guests must sign a release form before using the strength training
facility.
•
Spotters must be used on all lifts.
•
Collars must be used to secure the weights.
•
Horseplay will not be tolerated in the weight room. You are here to work out, not to play
games.
It is an athlete’s privilege to use the varsity weight room. If rules are not followed, this
privilege will be taken away.
Opening / Closing Procedures
The individual designated as the opener and closer for the day is responsible for the following:
OPENING PROTOCOL
1. Unlock both front doors
2. Open door to Turf Room (prop open)
3. Turn on all lights
4. Turn on music
5. Turn on TV’s in Cardio Area
CLOSING PROTOCOL
1. Unload bars, weights returned to the proper storage rack
2. Reset platform barbells to 11
3. Reset Half Rack barbells to 6
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4. Reset all tech, scoops to lowest level and return safety racks to floor
5. Set all benches (DB area included) to flat position
6. Put away weight room equipment (belts, straps, attachments, etc.)
7. Clear workout counter top
8. Clean nutrition counter
9. Restock cups if needed
10. Turn off TV’s, and video board
11. Turn off music and computer monitor
12. Turn off lights
13. Lock both front doors, close Turf Room door, close all other doors
Everyone is responsible for picking up after their teams, this includes the following:
1. Unload bars, weights returned to proper storage rack
2. Reset Platform barbells to 11
3. Reset Half Rack barbells to 6
4. Reset all tech, scoops to lowest level and return safety racks to floor
5. Set all benches (DB area included) to flat position
6. Put away all weight room equipment
a. Belts
b. Med Balls
c. Physio Balls
d. Dip attachments
e. Stretch Bands
f. Cords
g. Jump Ropes
h. Foam rollers
i. Towels
j. Stretching Sticks
k. Etc.
EMERGENCY / INJURY PLAN
The strength program provides the best training available while maintaining the highest safety
standards. One of the reasons athletes lift weights is to become stronger and more injury resistant.
The weight room is not a place where injuries should occur. If an injury should occur, it is
imperative the following procedures are executed.
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Emergency Management Plan
The following medical emergencies require the activation of the EMS ( 911 ):
1. Respiratory arrest or any irregularity in breathing.
2. Severe chest or abdominal pains that may indicate heart attack, cardiac arrest, or internal
hemorrhage.
3. Excessive bleeding from a major artery or loss of a significant amount of blood.
4. Suspected spinal injury resulting in back pain, paralysis.
5. Open or multiple fractures and/or fractures involving the femur, pelvis, and several ribs.
6. Joint fracture or dislocation with no distal pulse.
7. Severe signs of shock or possible internal hemorrhage.
AMBULANCE-POLICE-FIRE 911
FSU CAMPUS POLICE: 644-1234
ACTIVATING EMS
1. CALL 911
2. SPEAK CLEARLY AND SLOWLY
3. GIVE YOUR NAME, POSITION, AND PRECISE LOCATION
4. GIVE NATURE OF EMERGENCY (UNCONSCIOUS ATHLETE, POSSIBLE NECK
INJURY)
5. GIVE VICTIMS CONDITION (ARE THEY CONSCIOUS, BREATHING, NOT
BREATHING, ETC...) AND TREATMENT BEING PRESENTLY ADMINISTERED
AND BY WHOM
6. STAY ON THE LINE UNTIL DISPATCHER TELLS YOU TO HANG UP
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HOSPITALS
TALLAHASSEE MEMORIAL REGIONAL MEDICAL CENTER 681-1155 (Info)
681-5422 (ER)
TALLAHASSEE COMMUNITY HOSPITAL 656-5000 (Info)
656-5092 (ER)
The following injuries require immediate referral to an Athletic Trainer and physician:
1. Eye injuries.
2. Dental injuries where a tooth has been knocked out or knocked loose.
3. Minor or simple fractures.
4. Lacerations that may require suturing.
5. Injuries where a functional deficit is noticeable.
6. Loss of normal sensation or absences of reflexes which may indicate a nerve root injury.
7. Noticeable muscular weakness in the extremities that may indicate peripheral nerve
damage.
8. Any injury, should you have doubts about its severity or nature.
Sports Medicine Staff
Team Physicians
Name Office # Cell #
Kris Stowers 850-877-8174 850-298-3066
Family Practice / Sports Medicine
Steve Jordan, MD 850-877-8174 850-395-1059
Orthopedic Surgeon
Bill Thompson 850-877-8174 850-395-1059
Athletic Trainers
Name Office # Cell #
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Robin Gibson 850-644-2139 850-544-1746
Director of Sports Medicine
Any injury that occurs must be reported to the teams Athletic Trainer and the Director or
Head Strength & Conditioning immediately.
Any injury report must be completed and submitted to your superior the same day the injury
occurs.
(updated 7/29/13)
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Athletic Training Staff Sport Assignment
Name
Title
Phone #
Robin Gibson
Director of Sports Med - SOC
644-2139 (o)
544-1746 (c)
Sam Lunt
Assoc. Dir of Sports Med - MBK
644-6223 (o)
228-6850 (c)
Jake Pfeil
Assoc. Dir of Sports Med - FB
644-7038 (o)
694-0989 (c)
Jeronimo Boche
Asst. Athletic Trainer - FB
694-3091 (c)
Julie Kruessel
Asst. Athletic Trainer - FB
(806)252-
6171(c)
Eunice Hernandez
Asst. Athletic Trainer - SB / WGF
694-2086 (c )
Emily Hutcherson
Asst. Athletic Trainer - WBK
728-4931 (c)
Nick Pappas
Insurance Coordinator
645-2700 (o)
615-828-8852©
Cheryl Pfeil
Asst. Athletic Trainer - Coordinator
644-1206 (o)
694-0130 (c )
Cory Couture
Asst. Athletic Trainer - BS / MGF
591-3582 ©
Gwen Davis
Asst. Athletic Trainer - TK
228-3410 ©
Jerry Latimer
Physical Therapist / Athletic Trainer
228-5738 ©
Madeleine Scaramuzzo
Grad. Asst. Athletic Trainer - FB
728-5021 (c)
Amanda Robinson
Grad. Asst. Athletic Trainer - VB
228-9326 ©
Grantt Remington
Grad. Asst. Athletic Trainer - WTN
228-3570 (c)
Miguel Motolongo
Grad. Asst. Athletic Trainer - SW/DV
228-8465 (c)
Natalie Fontela
Grad. Asst. Athletic Trainer - TK
228-6654 ©
Renee Hisbrunner
Grad. Asst. Athletic Trainer - MTN
228-6657 (c)
Tyler Deam
Grad. Asst. Athletic Trainer- SVB
728-4967 (c)
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Brian Baldwin
Intern Athletic Trainer -SVB
728-4955 (c)
Brandon Stone
Intern Athletic Trainer - FB
728-5002 ©
Tully Athletic Training Room
644-1195
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207 – SUBSTANCE ABUSE
Fax: (850)645-1915
I.
Introduction
The Athletic department of the Florida State University recognizes that substance abuse is a
national concern. The lives of many men, women and children are being negatively influenced by
our society’s unhealthy relationship with alcohol, tobacco and illicit drugs. College is a time when
important decisions are often made regarding career, relationships, etc. Additionally, the student-
athlete has many other stresses associated with being an athlete at a major university. The pressures
of training, practice, time management, and notoriety, accompanied by the other pressures of
adjusting to a large university often far from home, can sometimes make the temporary relaxation
promised by drug use very attractive. The Athletic Department is committed to the development
and enactment of a substance abuse policy designed to assist student-athletes meet the demands of
both academic and athletic pursuits. It is the department’s intent to help provide a safe, healthy,
and drug-free atmosphere in which student-athletes can experience and grow as students, and most
importantly, as human beings. It is with this philosophy in mind that the Athletic Department has
developed a Substance Abuse Policy that has the following goals:
1. To provide current, factual information to all student-athletes regarding drug use/abuse.
2. To identify as quickly as possible those student-athletes who are abusing substances, or
who are at high risk to abuse substances, and provide them with the professional
assistance they require.
3. To develop and maintain an ethical, responsible drug testing program designed to act as
both a deterrent to drug/alcohol abuse and as a method of identifying student-athletes
who may already be involved with substance abuse.
4. To enhance the well-being of FSU student-athletes and ensure, as much as possible,
their safety.
5. To provide a safe environment for intercollegiate athletics competition.
By accomplishing these goals the Athletic Department is fulfilling a responsibility it has towards
the student-athletes who have been recruited to pursue their academic and athletic careers at
Florida State University.
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A. General Information
When an athlete receives an Athletic Scholarship to attend Florida State University, they
will be asked to sign a consent form stating that they have read and understand the
substance abuse policy and agree to comply with the policy and the consequences of any
positive tests. The athletics drug policy will be reviewed at the beginning of the Fall
semester, including the frequency of the student-athlete being drug tested by FSU and/or
the NCAA. Drug testing involving championship games/events in their sport will also be
explained. Further discussion will also highlight what happens if a positive drug test does
occur. Family involvement, counseling services, suspensions and dismissals will be
covered at this time.
B. Substance Abuse Education
The basic thrust of the Athletic department’s Substance Abuse Program is one of
prevention. An essential component of any prevention program is education concerning
drug testing procedures, the substances themselves and the consequences resulting from
problems in this area that do develop. It is the goal of the Athletic Department to ensure
that accurate information regarding alcohol and drug abuse is disseminated to the student-
athletes of Florida State University. The goal of the educational component of the
Substance Abuse Program is to ensure, as much as possible, that no student-athlete makes
an unhealthy decision due to ignorance regarding their use of alcohol or drugs.
II.
Substance Abuse Committee
A Committee shall be formed which has its primary function the development and implementation
of the Substance Abuse Policy. The committee will be comprised of at least the following persons:
Senior Executive Associate Director of Athletics, Director of Compliance, Director of Student
Services, one team physician, one substance abuse professional, Director of Sports Medicine,
Associate Director of Sports Medicine-Head Football Athletic Trainer, Associate Director of
Sports Medicine-Drug Testing Coordinator, Director of Student-Athlete Academic Services,
president of Student Athlete Advisory council, and a university legal advisor, when necessary.
These individuals will be appointed by the Director of Athletics.The committee shall be
empowered to review the athletic Department’s substance abuse policies and testing procedures, as
it deems necessary. The committee will not be privy to any confidential information regarding
individual drug test results. A chairperson for the committee will be appointed by the Director of
Athletics. This individual will convene and chair all substance abuse committee meetings, and will
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author a summary report to the Director of Athletics regarding all drug testing done during the
previous academic year. The committee will meet no less than once each academic year in its
effort to review current policy and procedures.
III.
Drug Testing
A. General Information
Drug testing performed by the Florida State University Department of Athletics is done so
in correlation with Aegis Sciences Corporation, a SAMSHA certified laboratory, and are
performed in the Wilma Rudolph Sports Testing Laboratory. The basic testing profile
which will be used for all tests is the “Zero-tolerance 4-Drug Class Profile” #00304. This
profile includes but is not limited to the following four classes:
I. Amphetamines
a. Amphetamine
b. Methamphetamine
c. MDMA
d. MDEA
e. MDA
f. Phentermine
g. PMA
II. Opiates
a. Codeine
b. Dihydromorphone
c. Hydromorphone
d. Hydrocodone
e. Morphine
f. Oxycodone
g. Oxymorphone
III. Marijuana
IV. Cocaine & Crack Cocaine
V. Specimen Validity
a. Nitrites
b. Chromates
c. Specific Gravity
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At any time and at random, certain student-athletes may also be tested for synthetic
cannabinoids, alcohol, and anabolic steroids. The random selection of student-athletes is
performed by computer based randomization programs through Aegis Sports Testing
Services. Some student-athletes will be selected for repeat testing because of entry into the
Substance Abuse Program as the result of a prior positive test. Once the list of random
selections and repeat selections is generated, the athletic trainer for each sport will notify
the student-athlete of the selection and the student-athlete will then sign a form of
notification and provide their current cell phone number, or number where they can be
reached at the time of the test. Student-athletes are to report for testing at the time and
location stated on the notification form.
When the student-athlete reports for testing their identification is confirmed by photo
identification. The chain of custody form is completed and the student-athlete is identified
on the form only by the unique identification number that is created by Aegis Sports
Testing Services, not their name. This unique number remains the same for the student-
athlete for his/her entire eligibility as a student-athlete at Florida State University.
Certified collection of specimens is done by male and female collectors from outside
laboratories arranged by Aegis Sports Testing Services. The student-athlete is observed
providing the sample and the sample is processed using strict chain of custody procedures
in order to guarantee that there is no tampering with or manipulation of the sample.
Samples are then shipped to the Aegis Sports Testing Services laboratory in Nashville,
Tennessee for testing.
Once laboratory testing is completed, Aegis Sports Testing Services notifies the Director of
Sports Medicine as well as two Associate Directors of Sports Medicine via email that
results are ready to be viewed at the secure Aegis Sports Testing website. At that time
results are downloaded to the computer of any of the three notified sports medicine staff
members and the results are imported into a secure program that matches the student-athlete
with his/her unique identification number.
1. For the initial drug screening, urine samples will be processed using Enzyme Immuno
assay testing methods. All Non-Negatives will be confirmed positive through Gas
Chromatography/Mass Spectrometry or by Liqid Chromatography/Mass Spectrometry
testing methods.
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2. The drug test threshold values for screening and confirmation are consistent with the
Zero Tolerance Drug Testing program used by Aegis Sciences except the Marijuana
threshold which is the standard used by SAMSHA (Substance Abuse & Mental Health
Services Administration). A sample is considered positive if the levels exceed the
confirmation threshold.
3. The screening and confirmation threshold utilized in the FSU Substance Abuse Program
are outlined below:
Drug Class
Drug Test Threshold Table (Screen/Confirm
ng/mL)
Amphetamines
500/250*
Cocaine/Crack
100/50
Marijuana
15/5
Opiates
(Narcotics)
100/100
*Also includes MDMA (Ecstasy), MDEA (Eve), MDA and PMA at a 250 ng/mL
screening threshold and a 100 ng/mL confirmation threshold.
All samples analyzed by Aegis Sciences will be normalized using the specific gravity
standard 1.020 set by the World Anti-Doping Association (W.A.D.A.). A result that
indicates a specific gravity below this standard is considered dilute. Should a student-
athlete’s sample be deemed dilute, the student-athlete is notified as soon as possible after
this information is received and the student-athlete will be re-tested at the earliest available
opportunity. Two consecutive dilutes will be counted as a positive test. This re-test
collection may be performed by a member of the sports medicine staff. The procedures for
collection and chain of custody will be the same as if performed by a member of an outside
laboratory.
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B. Substance Abuse Testing Frequency
All first year incoming student-athletes will be drug tested within the first 7-14 days of their
eligibility. This is considered to be part of the first year athletic department pre-
participation physical examination. Random drug testing will then occur throughout the
year on a bi-weekly basis for all student-athletes of all intercollegiate sports.
C. Adulteration/False Urine Samples/Masking Agents
Student-Athletes that are observed using or attempting to use an adulterating substances, a
false urine sample, or a urine masking agent at the time they are attempting to produce a
urine sample may be faced with dismissal from the athletics program at Florida State
University regardless of having already been entered into the Substance Abuse Program.
D. Arrest/Conviction for Illegal Substances or Alcohol
An arrest or conviction for the use of an illegal substances or alcohol such as D.U.I.,
public intoxication, or possession will automatically count as a positive test and the
athlete will be penalized both within the guidelines of the substance abuse program, as
well as whatever the legal system dictates, and the Athletic Director and head coach
deems appropriate.
IV.
Consequences
After a student-athlete tests positive and has been assessed by the drug abuse professional, their
situation is then discussed with the Director of Athletics, supervising athletic trainer, coach, and the
director of the Substance Abuse & Mental Health Program. They will then develop a plan of
action for dealing with this specific student-athlete.
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Things to be considered when developing consequences include: number of prior positive test
results, the specific drug for which the student-athlete tested positive, the student-athlete’s general
deportment here at the university, and the nature and extent of the student-athlete’s relationship
with drugs and/or alcohol. The consequences are not limited by precedent and will be designed to
be appropriate for each individual situation.
The goal is to evaluate and identify potential high risk student-athletes to plan a course for
early
intervention and prevention plans. When freshman first enter Florida State University through
the summer bridge program, each student-athlete will receive an evaluation by a trained
professional. If student-athlete
does
not participate in Summer Bridge, a trained professional will
speak to each sport to identify potential
"at-
risk" issues among individual student-athletes.
Counseling sessions will be scheduled as recommended
by
trained professional.
Zero-Tolerance 4-Drug Class Panel
1. A first positive test for substances included in the Zero-Tolerance 4-Drug Class Panel or
Synthetic Cannabinoids will result in notification of the Director of Athletics, head coach,
Substance Abuse Committee and parents/guardians of the student-athlete. A mandatory
assessment with a substance abuse professional is required once the positive result reading
is received. Counseling sessions will be based on the recommendation of the substance
abuse professional. Following the initial positive test, the student-athlete will undergo 6-
week monitoring period that includes, but not limited to, weekly follow-up testing to track
the positive substance levels in the student-athlete. After the 6-week monitoring period,
the student-athlete will be subject to the normal testing procedures.
2. A second positive test for substances included in the Zero-Tolerance 4-Drug Class Panel or
Synthetic Cannabinoids will result in a suspension from competition. The student-athlete
will meet with the Substance Abuse Committee to determine appropriate treatment and to
develop and implement a student accountability plan. Assessment and counseling will
continue based on the recommendations of the substance abuse professional. The student-
athlete will undergo weekly follow-up testing until the positive substance levels reach zero.
Once positive substance levels reach zero, the student-athlete will be subject to the normal
testing procedures. The duration of suspension is to be determined by the committee and
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will be influenced by the length of the season for the specific sport in which the student-
athlete is involved. The student-athlete’s parents/guardians will be notified.
3. A third positive test for substances included in the Zero-Tolerance 4-Drug Class Panel or
Synthetic Cannabinoids may be the basis for dismissal from the athletics program at Florida
State University. The student-athlete may elect to enter into an in-patient rehabilitation
center for a minimum of 28 days and personally incur the cost. Upon successful
completion of the rehabilitation program and with application and approval of the
committee, the student-athlete may be reinstated. If reinstated, the student-athlete will be
subject to the normal testing procedures.
Anabolic Steroids
1. The minimum consequences for a first positive test for anabolic steroids, abnormal
testosterone/epitestosterone ratio, or any other anabolic compounds will be automatic
suspension from competition, an assessment with a substance abuse professional, and repeat
testing until anabolic steroid levels are zero or testosterone/epitestosterone ratio is within
normal limits. The Director of Athletics, head coach, and the student-athletes’ parent or
guardian will be notified.
2. A second positive test for anabolic steroids, testosterone/epitestosterone ratio, or any other
anabolic compounds may be the basis for dismissal from the athletic program at Florida
State University.
Regardless of the outcome, the Athletic Department is committed to handling any of these
situations in a professional and confidential manner. The welfare of the student-athlete is the
primary concern. The Director of Athletics retains the right to adjust any consequences to the
committee’s recommendations on all positive test results.
*See next page for flow chart.
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Self- Referral Program
Student-athletes will have the opportunity, one time during their intercollegiate athletic career, to
voluntarily identify themselves as having used an illegal drug prior to submitting a specimen for a
Florida State University drug screening test. This opportunity cannot be invoked after the student-
athlete has been notified of being selected for drug testing, only before a notification. The Director
of Athletics, head coach, team physician, Director of Sports Medicine, or Associate Director of
Sports Medicine must be informed by the student- athlete that he/she would like to invoke the Self-
Referral program prior to any Florida State drug testing notification. Once invoked, drug testing
will occur to determine a baseline (Ng) Nanogram number for retesting purpose. As a result of
declaring for the Self-Referral, a positive test will not count as an offense toward the student-
athlete in regards to the Substance Abuse Program’s consequences. Should the drug test result be
negative, the one-time self-referral option is not returned to the student-athlete for use again in the
future. The Director of Athletics, the head coach, the team physician, and the Director of Sports
Medicine will be notified, but notification of the student-athletes parents will not be required. Any
student-athlete who uses the Self-Referral program will be required to meet with the designated
substance abuse counselor and complete appropriate counseling and rehabilitation as outlined in
the Substance Abuse Program. Should the drug test after a self-referral be positive, testing will
resume every two weeks until the positive substance levels reach zero. Failure to comply with this
program will cause the self-referral to be revoked and the positive drug test being reinstated and
considered as an offense in regards to consequences.
Good Behavior Opportunity
If a student-athlete has a positive drug test that results in a first or second violation, they have the
opportunity to have a violation removed. The student-athlete must be in compliance with the
treatment program, and have had at least 12 consecutive negative drug tests over a minimum six-
month period. If this is successfully completed, the student-athlete may complete a Good Behavior
Opportunity application (see page 11) to have one of their violations removed from their record.
The application will be reviewed by the Substance Abuse Committee, including the substance
abuse professional. This is only available one time during the student-athlete’s athletic career.
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V.
Counseling
If a student-athlete is required to receive counseling and/or education because of a positive test,
they will be referred to a substance abuse professional. The substance abuse professional will
make the determination of where the student-athlete will undergo substance abuse
counseling/education. This can be at a facility off-campus as well as at the Student Counseling
Center on Campus.
If a student-athlete wishes to receive private professional help off-campus, this can also be
arranged by the substance abuse professional. However, any expenses incurred with the
arrangement will most likely be the responsibility of the student-athlete and their family. If a
referral into a residential treatment program is appropriate, these arrangements will be made by the
specialist in substance abuse.
It should be noted that any counseling is considered by the Athletic Department to be a confidential
matter between the student-athlete and the counselor. The Athletic Department may however
request confirmations that the student-athlete is attending their sessions.
VI.
NCAA Program Testing Program
Along with the Athletic Department at Florida State University, the NCAA also has a drug testing
program. Starting in August of 1990, their drug testing program includes the following:
NCAA DRUG TESTING FOR 2010-11
1-A and Other
1-AA Football Sports
Preseason Testing Yes Yes
In-Season Testing Yes Yes
Post-season Testing Yes Yes
Samples collected as a part of the post-season program will be analyzed for substances from all
NCAA banned drug categories. The Athletic Department at FSU will ensure all student-athletes
are informed as to what those categories include.
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NCAA sanctions for positive drug test results are also new, starting August 1, 1990. The first time
a student-athlete tests positive for any banned substance during an NCAA drug test, they will be
ruled ineligible for all competition (regular and post-season) in all sports for no less than one
calendar year.
The period of ineligibility begins at 12:01 A.M. the day the specimen was provided or was to be
provided. The sanctions are the same regardless of whether or not the positive drug test was
obtained at an NCAA Championship or as part of the year-round testing program. Student-athlete
reinstatement for any team activity will be subject to a decision by the substance abuse committee.
All student-athletes who are ruled ineligible as a result of a positive drug test and who will be
eligible for eligibility restoration will be subject to NCAA testing at any time during their period of
ineligibility. In addition, all student-athletes who are ruled ineligible will be subject to a mandatory
exit drug test during the last month of their minimum period of ineligibility.
VII.
Dietary Supplements
Dietary supplement use is prevalent among college athletes. Claims of improved performance,
quickened recovery periods, and increased energy from products that are marketed as over the
counter, safe and effective are confusing and often erroneous. Many compounds are not subject to
the strict regulations set by the U.S. Food and Dietary Administration. The ingredients in dietary
supplements may not be accurately revealed and may contain impurities or substances banned by
the NCAA. Widespread use of dietary supplement without accurate knowledge of effects or
misinformation about ingredients may have adverse reactions and could result in a positive NCAA
drug test. It is highly recommended that student-athletes seek the guidance of an Athletic
Department Certified Athletic Trainer or nutrition specialist prior to considering using any type of
supplement not already provided by the Florida State University Department of Athletics.
VIII.
Summary
The Athletics Department of The Florida State University is committed to its concern for the
welfare of the student-athlete. With its comprehensive policy consisting of education, testing,
intervention, and counseling, the department is taking a positive step towards maintaining a healthy
atmosphere for the pursuit of excellence in both academics and athletics. All efforts will be made
to guarantee a healthy and positive experience for student-athletes who choose to attend the Florida
State University.
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Good Behavior Opportunity Application
If a student-athlete has a positive drug test that results in a first or second violation, they have the opportunity to have a violation
removed. The student-athlete must be in compliance with the treatment program, and have had at least 12 consecutive negative drug
tests over a minimum six-month period. If this is successfully completed, the student-athlete may complete this Good Behavior
Opportunity application to have one of their violations removed from their record. The application will be reviewed by the
Substance Abuse Committee, including the substance abuse professional. This is only available ONE TIME during the student-
athlete’s athletic career.
NAME: ____________________________ SPORT: ________________________ DATE: __________
DATE OF MOST RECENT POSITIVE DRUG TEST (approximately): ___________________________
In your own words, why do you think you should have a substance abuse violation removed? __________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
I, _______________________________, promise to hold myself to the same standard that I have worked to reestablish over the last
couple months. My actions and behavior not only reflect on myself personally, but my family, my team, and the university. I will
continue to follow my treatment plan as discussed. I understand that the removal of a violation does not exempt me from normal
drug testing procedures including consequences determined by the athletics administration and coaches.
_______________________________________________ _____________________________
Student-Athlete Signature Date
Below Section Completed by Substance Abuse Committee ONLY
STATUS OF APPLICATION: ____________ Approved ____________ Denied
_______________________________________________ _____________________________
Substance Abuse Committee Chair Signature Date
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2013-2014
Advisory Committee
Chairman: Kris Stowers, M.D.
Team Physician
Monk Bonasorte
Senior Executive Associate Athletic Director
Greg Beaumont
Associate Athletic Director-Academic Services
Jim Curry
Associate Athletic Director- Compliance
Robin Gibson, ATC, LAT
Director of Sports Medicine
Dr. Keely Kaklamanos, Ph.D
Licensed Psychologist, Addiction Specialist
Nick Pappas
Assistant Athletic Trainer- Drug Testing Coordinator
Jake Pfeil, MS, ATC, LAT
Associate Director of Sport Medicine- Head Football Athletic Trainer
Julie Kruessel, MS, ATC, LAT
Assistant Athletic Trainer, Football
TBD
Student Athlete Advisory Council President
Florida State University General Council as needed
For More information, please call (850) 644-2139 Updated June 6, 2013
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208 – TRAINING TABLE
OVERVIEW
The training table was established to meet special needs of student-athletes. Only student-
athletes that have been approved by the Head Coach, through the Executive Committee, will be
permitted to eat on the training table. Approved student-athletes must either be on scholarship
for room & board, or be a non-scholarship student-athlete that has purchased a meal-plan. The
Senior Athletic Director of Internal Operations will keep a list of individuals approved for the
training table.
MEAL SCHEDULE
The training table will generally be available for dinner Mondays through Thursdays, and for
lunch on Sundays. The schedule of times and dates will be set in advance of each semester.
GUESTS AND STUDENT-ATHLETE PROSPECTS
Coaches with prospective student-athletes must make advance arrangements through their
Associate Athletics Director prior to attending the training table. Coaches and administrative
staff members who wish to take a guest to the training table are requested to make the same
advance arrangements. The name of the prospective student-athlete or guest must be
communicated to the senior Athletic Director of Internal Operations.
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209 –AWARDS AND BANQUETS
LETTERING AWARDS
The following awards will be given to student-athletes who have met the established lettering
criteria for their particular sports:
First Award
(1)
FSU Letter Jacket
Second Award
(2)
Blanket with "FSU"
Third Award
(3)
Watch
Senior Award
(4)
Letter Ring
Upon completion of the sport's season and determination of the lettering, the Head Coach
should complete the certification form (shown at the end of this section) and turn in to the
designated accounting associate on the 4
th
floor in the Business Office. The certification form
will be sent to Compliance and Oversight for approval and then to the Athletic Director for
final approval. A copy of this form will be sent to the Equipment Manager.
For all sports the following apply:
A. Regular attendance at practice sessions, proper use of and return of
equipment and demonstration of good sportsmanship and team loyalty.
B. The student-athlete who has been a member of the varsity for a minimum of
three years, who is a senior in good standing, and who by loyalty, general
deportment and adherence to regulations has proved themselves worthy and
who has shown sufficient ability in
the judgment of the Head Coach, but who does not qualify on the basis of the
sport's
criteria may be recommended by the Head Coach.
C. The student-athlete who participates in a majority of the scheduled games
during the season or who meets one or more of the following requirements:
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Baseball:
(a) Participates in at least 50% of team competition.
(b) Pitchers who participate in a minimum of 36 innings or who receive
the special recommendation of the coach.
(c) Position player credited with at least one at- bat per team competition.
Men’s and Women’s Basketball
(a) Participates in at least 50% of team competition.
(b) Is a member of a Conference Championship Team and has made an
appearance in at least one game.
Football
(a) Participates in at least 50% of team competition.
(b) The student-athlete who participates in at least 100 plays
during the scheduled games in one entire season.
Men’s and Women’s Golf
The criteria for awarding a letter in Golf shall encompass both fall and spring competitive
seasons. A
letter cannot be awarded on fall participation only.
(a) Participates in at least 50% of teams tournament
rounds. (b)
Places in the top three matches or
tournaments.
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(c) Medalist in any tournament of 36 holes or more.
(d) Participates in the Atlantic Coast Conference
Tournament. (e) Qualifies for the NCAA.
Men’s and Women’s Swimming and Diving
(a) Swims in at least 50% of the regular scheduled meets during the season.
(b) Athlete is selected to the conference team and scores team points
in the
Atlantic Coast Conference Swimming and Diving
Championships.
(c) Attains a meet time in one event that is equivalent to the NCAA
qualifying time.
Men’s and Women’s Tennis
(a) Participates in at least 50% of the scheduled tennis
matches. (b) Participates in the Atlantic Coast Conference
Tournament.
(c) Place in Top 10 at the Conference or NCAA Regional Championship
Men's and Women's Track and Field
(a)
(b)
Participates in at least 50% of team competition.
Earn All Conference honors in the Atlantic Coast Conference Track and
Field
Championships.
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(c)
Score in the Atlantic Coast Conference Track and Field Championships.
(d)
Must score Ten Points (10) in outdoor track meets.
(e)
Win a major Invitational Championship Event or place in the top five (5)
three major championships.
of
(f)
Meet NCAA National Qualifying Standards for your event.
Men’s and Women’s Cross Country
(a) Participates in at least 50% of team competition.
(b) Earn All-Conference honors at the Atlantic Coast Conference Cross
Country Championships.
(c) Qualify for the NCAA Cross Country National Championships.
Earn a place in the team's "top seven" runners and:
(a) Place within the top 30 finishers in at least two major invitational cross
country meets.
(b) Place in the top 25 at the Atlantic Coast Conference Cross
Country Championships.
(c) Excel in some special way so as to enhance the reputation of the Florida
State
University Cross Country team and make a substantial contribution to
the team.
Soccer
(a) Participate in at least 50% of the scheduled games.
(b) Must be a starter or regular substitute.
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Softball
(a) Participate in at least 50% of team competition.
(b) Pitchers who pitch minimum of 36 innings or receive a special
recommendation of the coach.
(c) Position player credited with at least one at-bat per team competition.
Volleyball
(a) Must have played in at least 50% of the scheduled games.
(b) Must be a starter or regular substitute.
*See next page for L
ettering Certification Form
182
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TEAM BANQUETS
The Department of Athletics will host two functions annually to celebrate its successes:
•
Golden Torch Banquet – Celebrating academic success.
•
Golden Nole Banquet – Celebrating athletic success.
Individual team banquets (end of the season) are to be approved in advance by the sport
oversight administrator. These banquets are to be for the team, coaches and immediate
support staff only. The goal is to celebrate the season and acknowledge individual/team
accolades. Additional (if any) complimentary admissions must be approved. Invitations to
parents and/or booster club members are appropriate at a cost to pay for the meal.
Should a team compete in NCAA post-season and/or have an extraordinary season, a larger,
more public banquet may be approved if tickets can be marketed and sold. Food costs should not
exceed $30 per person.
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210 - RECRUITING
PHILOSOPHY
The Florida State University (FSU) is committed to the highest standards of academic
scholarship, sportsmanship, ethics and institutional obligations. An official recruiting visit
should promote an experience of mutual exploration between the prospective student-athlete
(Prospect) and FSU in terms of academics, character and athletics. The FSU Athletics
Department seeks prospective student-athletes who are dedicated to embracing these tenets and
to taking full advantage of the opportunities afforded them by the university.
PURPOSE OF POLICY
The purpose of this policy is to define the guidelines and expectations of all recruiting practices
and procedures at FSU. The policy will guide Athletics Department staff, current student-
athletes, representatives of athletic interest and any other constituencies involved in the
recruiting process.
The policy was developed through input from a cross section of Athletics Department staff,
coaches, and student-athletes to ensure a comprehensive set of guidelines, policies and
procedures combining the needs of the athletic teams with the mission of FSU.
The policy will set a foundation for personal accountability on the part of Prospects, student-
athlete hosts (Hosts), coaches and Athletics Department staff members while prioritizing student-
athlete welfare in the recruiting process.
The following guidelines have been established to ensure the hosting of Prospects is conducted
in a manner consistent with National Collegiate Athletic Association (NCAA) rules, ACC
guidelines, FSU regulations, and local laws.
Please note that with the addition of Jump Forward at any point in time, if there are changes
deemed necessary by the Executive Staff, the changes will be noted in the policy. These changes
will require the signature of the President and Director of Athletics and the policy resubmitted to
the conference office.
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RESPONSIBILITIES
Academics
1. An academics staff member will meet with each Prospect making an official visit to
FSU to discuss academic goals as well as NCAA and FSU requirements for academic
admission and success.
Coaches
1. The coaching staff will communicate the official visit policies and procedures to the
Prospect, parents or guardians of the Prospect, Host and other constituencies involved
with the visit.
2. Coaches will provide the Prospect with a detailed itinerary and official visit
guidelines before or upon arrival.
3. The recruiting or head coach will sign off on the Official Visit Form indicating each
official visit was in compliance with NCAA bylaws, ACC guidelines, FSU policies,
and local laws.
4. The coaching staff is responsible for the completion of all forms associated with the
visit.
Student Hosts
1. All prospective Hosts must attend a meeting with the Compliance Office to review
NCAA rules, ACC guidelines, FSU recruiting policies, and Host expectations.
2. Prior to hosting a Prospect each Host will sign a Student-Athlete Host Form which
clearly states the FSU recruiting policy regarding the presence or involvement of
drugs, sex and alcohol as well as pecuniary limitations.
3. A student host may receive a maximum of $30 per day to cover all actual costs of
entertaining a prospect and $15 per day for additional Prospects. At no time may cash
be given to a prospective student-athlete.
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4. Upon concluding hosting duties each Host will sign the Official Visit Form indicating
compliance with NCAA bylaws, ACC guidelines, FSU policies, and local laws.
Compliance Office
1. Conduct Host education at fall squad meetings.
2. Keep official visit records and related forms (See “Forms” section below).
3. Have a copy of Prospect’s transcript and test scores on file.
4. Have an evaluation completed prior to the student-athletes arrival on campus.
5. Have itinerary on file.
6. The Compliance Office will monitor and continually educate student-athletes,
coaches and other athletics department staff involved directly or indirectly with
recruiting.
7. Review and investigate, as necessary, any violations reported by Athletics
Department administrators, coaches, student-athletes, Hosts or Prospects.
Spirit Groups
1. Will be selected based upon FSU institutional policies for providing campus tours to
prospective students in general. Guides should have positive attitude and reputable
character and must acknowledge they are representing FSU in all their actions as
they serve as tour guide or perform other official duties. Both genders will be
represented within the makeup of this group.
2. Per NCAA guidelines, official spirit groups shall be part of the official university tour
hosts who give tours to all visitors to the FSU campus.
3. Shall be trained in the recruiting policies and guidelines of the NCAA, ACC and FSU
by the Compliance Office staff and the Spirit Group Coordinator.
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GUIDELINES FOR OFFICIAL VISIT
All activities and events taking place during an official visit must be in accordance with FSU
policies, ACC guidelines and NCAA rules and regulations. All FSU coaches bringing prospects
to campus for official visits will develop a written itinerary of the visit to limit unstructured time
and ensure appropriate supervision of the prospects. An official visit shall not exceed 48 hours.
The 48-hour time period begins once the Prospect arrives on campus. At the completion of the
48-hour visit, the prospect must leave campus immediately; otherwise FSU cannot pay expenses
incurred by the Prospect upon departure from the institution’s campus, including the cost of
return transportation.
Transportation
FSU may pay the Prospect’s actual round-trip transportation costs for his or her official visit to
its campus. Airline flights must be commercial airlines (no charter flights or private planes), and
must be standard coach class airfare.
When a Prospect travels by automobile on an official paid visit, FSU may pay round-trip
expenses to the individual incurring the expense (except the prospect’s coach as provided in
NCAA Bylaw 13.9.1.1) at the same mileage rate it allows its own personnel.
While on campus a Prospect may be transported using an institutional, or comparable, vehicle
normally used to transport prospective students visiting FSU.
Coaches and Hosts are permitted to use their personal vehicles to transport a Prospect (and those
accompanying the prospect) around campus during an official visit.
Meals
FSU may provide three standard meals per day plus one reasonable snack for the prospect and
the prospect’s parents/legal guardians.
Lodging
Lodging may be provided to a Prospect, the Prospect’s parents (or legal guardians) and spouse as
long as it is comparable to that of a normal student and it is within a 30-mile radius of the
institution’s campus. Additional persons (e.g. prospect’s brother, sister, or friend) may stay in
the same room as the parents or Prospect. However, the institution cannot pay for any charges
for the additional occupants.
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The institution and athletics department deem it unnecessary to implement a single department-
wide curfew for prospects during official visits. However, each head coach has the discretion of
implementing a curfew for his or her sport based on careful consideration of the respective
prospect’s needs.
Prohibited Activities
The following shall be strictly prohibited during the recruiting visit:
1. Consumption of alcohol by Prospects and Hosts.
2. Use of illegal drugs by Prospects and Hosts.
3. Arrangement of sexual favors.
4. Behavior in violation of criminal law.
5. Gambling or gaming activities.
6. Hiring of strippers/use of gentlemen’s club or equivalent.
7. Any contact with a sport agent.
8. No entertainment will take place outside of 30 miles of Tallahassee.
PROCEDURES FOR OFFICIAL VISITS
Prior to Visit
Communication will be made with the Prospect prior to or upon any visit to outline important
university and NCAA regulations regarding official visits (Invite Letter and Airline
Confirmation Letter).
All necessary forms must be submitted and obtained prior to an official visit. Transcripts and
test scores must be on file with the Compliance office.
Concurrent with Visit
Coaches shall meet with Prospect upon arrival to campus for an orientation meeting. Recruit
will sign any necessary reimbursement vouchers, mileage money forms and the Verification of
Paid Visit form.
Coaches will provide Prospect with an itinerary of events and meetings.
Post Visit
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All necessary forms must be completed in full and turned in to the appropriate office(s) (See
“Forms” section below) within three days of official visit.
The institution will not require the submission of receipts for the $30 entertainment money since
the various forms signed by the student host and coaches should adequately provide an account
of these funds.
GUIDELINES AND PROCEDURE FOR UNOFFICIAL VISIT
FSU may not pay any expenses or provide any entertainment within the scope of general student-
life, except for a maximum of three complimentary admissions (issued only through a pass list)
to a campus athletics event in which an FSU team practices or competes.
Prospects who come from a non-traditional family (divorced/separated) parents may receive two
additional complimentary admissions for step parents, boyfriends or girlfriends of parents.
Additional tickets may be purchased only in the same manner as any other member of the
general public.
Prospects on an unofficial visit may pay the actual cost of meals (or the regular cost of training
table meals) and eat with other Prospects who are on their official visits or with enrolled student-
athletes.
A Prospect on an unofficial visit may stay in an enrolled student-athlete’s dormitory room only if
the Prospect pays the regular institutional rate for the lodging.
An FSU Athletics Department staff member may arrange academic interviews for the Prospect.
REPORTING AND PENALTIES
Reporting
It is the responsibility of all Athletics Department administrators, academics staff, compliance
staff, coaches, and Hosts to report any potential violations of NCAA bylaws, ACC guidelines,
university policies and regulations or local laws.
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Any violations or potential violations known by administrators or coaches must be reported to
the Director of Athletics, Compliance Office or the Faculty Athletics Representative (FAR).
Any violation (regardless of the degree of the violation) known by the student host must be
reported to his or her head coach. It is then the responsibility of the head coach to report the
violation to the Director of Athletics, Compliance Office, or FAR.
The Compliance Department, along with the FAR, will review and investigate any reported or
perceived violations.
Penalties
The severity of a particular violation will be determined based on intent of the act and recruiting
advantage gained. Penalties may include, but are not limited to, the following:
1. Student-Athletes found in violation of this policy will relinquish their hosting ability
for the duration of the academic year. The student-athlete may be suspended from
competition until the Director of Athletics (or designee) reviews the incident and
reports the findings to the President.
2. Coaches may lose the opportunity to recruit Prospects involved in a violation. The
coach could be suspended until review of the incident is concluded, at which time the
Director of Athletics could recommend punitive consequences to the President.
3. Prospects may forfeit the possibility of further recruitment by FSU.
FORMS
Invite Letter
1. Sent to Prospect via regular first-class mail, email or fax.
2. Must state the dates intended for the official visit.
3. Notifies Prospect of five-visit limitation.
4. Outlines rules for reimbursement and FSU covered expenses.
5. Includes a summary of important guidelines and expectations.
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Airline Confirmation
1. Sent to Prospect via regular first-class mail, email or fax to confirm airline or other
travel itinerary.
Student-Athlete Host Form
1. Outlines official visit guidelines.
2. Outlines rules for Host money.
3. Host must sign off prior to receiving money.
Verification of Mileage Reimbursement Form
1. States rules governing auto-mileage reimbursement.
2. Statement of payment for travel.
3. Signed by Prospect.
Itinerary
1. Given to Prospect.
2. Detailed schedule of events, meetings, meals and planned activities.
Prospect After Visit Record
1. Filled out by Host and recruiting coach after official visit.
2. Includes guests of Prospect, entertainment activities, complementary admissions and
vehicle transportation information.
3. Serves as an attestation of compliance to NCAA bylaws, ACC guidelines, FSU
policies, and local laws.
Prospect Verification of Paid Visit Form
1. Verifies visit is one of five allowed official visits by Prospect.
2. Internal verification of paid visit by coach and Director of Athletics.
3. Confirmation that the Prospect has reviewed the Recruiting Policy.
Student-Athlete Host Meeting Verification
1. Completed by Host and recruiting coach.
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2. States the rules of appropriate conduct.
FORM
Completed By
Forwarded to
Due
Invite Letter
Coaches
PSA
Prior to Prospect
visit
Airline
Confirmation
Coaches
Copy to Compliance
PSA
Within 3 days of
Prospect Visit
Student-Athlete
Host Form
Student-Athlete
Host
Cashiers Office and
Compliance office
Within 3 days of
Prospect Visit
FSU Travel
Reimbursement
Coaches/Prospect
Business Office and
Compliance Office
Within 3 days of
Prospect Visit
Mileage
Reimbursement
Prospect or
parents/guardians of
Prospect
Business Office and
Compliance
Within 3 days of
Prospect Visit
Itinerary
Coaches
Compliance and
Prospect
Copy to Compliance
Prior to Visit & to
Prospect Upon
Arrival
Official Prospect
After-Visit Record
Coaches/Host
Compliance Office
Within 3 days of
Prospect Visit
Prospect
Verification
Prospect
Compliance Office
Within 3 Days of
Prospect Visit
NOTE: All prospects’ transcripts and test scores (SAT, ACT, PSAT, or PLAN) must be
submitted by the coaches to the Compliance office prior to an official paid visit.
CONCLUSION
This policy has been established to ensure that each prospective student-athlete's visit to our
campus is a quality one. The FSU Athletics Department strives to achieve visits that are free
from any type of activity that would jeopardize the safety of a Prospect and at the same time
ensure compliance with NCAA bylaws, ACC guidelines, FSU policies, and local laws.
7/2011
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CHAPTER
300
PERSONNEL
POLICIES
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301 – HUMAN RESOURCES
UNIVERSITY POLICIES
Athletics Department staff are FSU employees and operate under the University’s Human
Resources policies and procedures. A copy of the University’s policies as of the date of this
printing is provided at the end of this section, but the most up-to-date policies can be found
on the University Web site, http://www.vpfa.fsu.edu/policies/personnel/index.html.
HIRING AND COMPENSATION
Starting compensation will be based upon an employee's qualifications, competition in the
job market, available salary rate and salary range established by the University. Upon
appointment to an A&P position, an employee will be given one of the following: regular
status, provisional status, acting status, visiting status, emeritus status, or multi-year status.
Upon appointment to a USPS position, an employee will be given one of the following:
probationary status, emergency status, trainee status, temporary status, or
time-limited status.
Posting and Advertising Processes
o Before a position can be advertised, it has to be approved by the Athletic
Director. Once it has been approved, the job position description should be
reviewed and updated if necessary.
o Advertisements must be posted on the Human Resources website (hr.fsu.edu) for
a minimum of seven calendar days. Outside advertising agencies or websites may
be used based on the required scope of the search for a qualified applicant.
o Lateral transfers within the same pay band do not have to be advertised.
o Promotions must be advertised internally.
o Re-classed positions are not required to be advertised.
o If an “emergency” hire, a Request to Waive Advertisement must be completed
and sent to HR.
Application and Interview Processes
o Applicants must submit a completed application to the job posting via the internet web
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site even if they attach a resume.
o Supervisor and/or Interview Committee should review the applications and
resumes submitted for the job advertised.
o Only applicants who have been routed and “certified” (approved) by Human
Resources can be interviewed.
o Prepare a list of common questions to ask each of the applicants and forward to the
HR representative for review.
o Ask all applicants the common questions prepared for the interview process.
o Questions should be open-ended that require more than a “yes” or “no” response.
o Notes taken during the interview process should be copied to Human Resources and
retained for four (4) years.
o **Note: If a USPS position, you must interview all qualified veterans and at least two
qualified USPS applicants.
Background Check
o Schedule the applicant to be fingerprinted while on campus at the Florida State
University Police Department to avoid any delays in the hiring process by contacting
your department’s HR representative. If applicant has been a Florida resident for three
(3) consecutive years, then fingerprinting is not required (FDLE background check will
suffice).
o Background check is required for position changes within the same department.
o OPS personnel do not require background checks unless they handle cash or deal
with children.
o At least three (3) employers related to knowledge, skills and ability in the job
description must be checked.
o **Note: A criminal record does not necessarily disqualify an applicant.
However, if the applicant is not truthful when filling out the application when
answering questions regarding a criminal record, then the applicant cannot be hired.
Job Offer Prerequisites
o Any offer to the top candidate is contingent on the completion and result of a
background check which includes fingerprinting.
o Position must be closed.
o Applicant must be certified and routed; in other words, approved by HR as a
qualified candidate.
o Do not release information regarding personnel hires or moves until the job offer is
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complete.
Nepotism
Employment of related persons in a single organization unit or in work-related
organizational units is permitted provided that such employment will not involve a conflict
of interest, including but not limited to participation by the related person in making
recommendations or decisions specifically affecting the appointment, retention, tenure,
work assignment, evaluations, promotion, demotion, or salary of the related person.
"Related persons" are those related to each other in one of the following ways: husband;
wife; parent; child; brother; sister; spouse of a child, brother, or sister; or parents, child,
brother, or sister of spouse.
Helpful Hints
o Do not make an offer if the position has not been advertised.
o Do not make an offer if the background check has not been completed.
o Do not make travel arrangements for a candidate who has not been routed.
o Do not ask any questions pertaining to the following: race, sexual orientation,
national origin, religion, color, age, and disability.
o Do not hire anyone based on the following: race, sexual orientation, national
origin, religion, color, age, and disability.
After the recruitment and selection period has been completed to include: advertising,
interviews, verifications of credentials, and final selection, the department should
complete following actions:
USPS Positions
1. Offer letter.
2. Time limited letter (if applicable).
3. Verification of degree (if applicable).
4. Salary/Appointment Explanation form/Justification Memo if hiring above the first
quartile of the pay range.
5. Affirmative Action Search, Screening and Selection Summary form (AA186) for pay
grades 25 and above.
6. Copy of the police background check if it is required (faxed or sent directly to your
recruiter).
7. Proof of any licenses or certifications required for the position (if applicable).
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8. New Employee Wizard Forms.
A&P Positions
1. A&P contract and Notice of Appointment Letter.
2. Verification of degree.
3. Salary/Appointment Explanation Form/Justification Memo if hiring above the first
quartile of the pay range.
4. Affirmative Action Search, Screening and Selection Summary form (AA186).
5. Copy of the police background check if it is required (fax or sent directly to your
recruiter).
6. Proof of any licenses or certifications required for the position (if applicable).
7. New Employee Wizard Forms.
Dual Compensation
University employees may request employment with two departments within the
University, which constitutes dual employment and compensation, provided such
employment does not interfere with the regular work of the employee for the primary
employer and does not result in any conflict of interest between the two activities.
Approval must be requested and granted prior to appointment and/or the performance of
any work with the secondary employer.
Approval must be obtained for each period of appointment during which the employee is
to receive dual compensation.
This procedure shall not be used for the purpose of avoiding the payment of overtime as
required by the Fair Labor Standards Act, as amended in 1985 (FLSA).
Transferring Sick Leave
An individual who resigns from a governmental entity within Florida and is employed by
the University may transfer up to 80 hours of accrued unused sick leave according to a
leave agreement provided no more than thirty-one (31) days has elapsed between
employments. Please provide the Personnel Representative with documentation regarding
the unused sick leave with the total amount of leave they would like to transfer.
International Hires (ic.fsu.edu)
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Departments initiate the requests for new petitions, extensions, and amended petitions by
completing the forms and submitting the appropriate documents and fees as explained in
the links below. The International Center (located on the FSU Campus) will prepare the
petition for submission to USCIS. The International Center will provide the Department
with an effective hire and end for the applying candidate.
Time line
Departments should submit request materials to the Center at least 3 - 4 months before
the anticipated start date of employment if the employee is outside the U.S. or if the
employee is currently in the U.S. in a different nonimmigrant status.
The International Center needs approximately two to three weeks to prepare the petition.
USCIS will usually approve the petition within 2 - 3 months, although timing can vary.
For a $1000 fee, USCIS will process the petition in 15 or fewer days.
Procedures
http://hr.fsu.edu/PDF/Forms/compensation/NRA_Submission_guidelines.pdf
Depending on the visa (F-1, H-1B, Green Card) there are different procedures. Please
contact the Personnel Representative to discuss the different procedures involving visas.
Any documents that need to be signed must be original documents.
Termination of International Employee
If an international employee is to be terminated, please contact the Personnel
Representative as soon as possible. Please understand that FSU is obligated to cease their
visa and provide transportation to their home country.
SEPARATION FROM EMPLOYMENT (NON-RENEWAL)
An employee who resigns, transfers to another University or State Agency, or retires
from employment shall not have any rights of appeal.
NOTE: All required forms should reflect the applicable separation action and distinguish
between termination, transfer and retirement.
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NOTE: All salaried employees are eligible to continue insurance participation.
Employees must contact Insurance and Benefits, Human Resources, for additional
information and/or required forms.
An Executive Service employee serves at the pleasure of the President and they may be
terminated with sixty (60) days written notice.
An unauthorized absence of three (3) or more consecutive days will result in
abandonment of the position and considered a resignation from the position.
The President may dismiss an employee for just cause in accordance with the University
rules, policies or procedures.
USPS employees without regular status in any class may be separated from employment
at any time without any requirements of notice or reason and without rights of appeal.
USPS employees' time-limited appointments are contingent upon funding of position.
Employees assigned to this status neither gain retention points nor have layoff rights.
An A&P employee whose appointment expires after receiving notice of non-renewal or
non re-appointment or whose appointment expires without the requirement of a written
notice or non re-appointment may be separated without further notice.
A department should, generally, allow sufficient time for the employee and the University
to complete the steps necessary for issuance of the final paycheck, the processing of
accrued leave payments and insurance and benefit arrangements. This can take two (2) to
three (3) biweekly pay periods after the ePAF and Separation Checklist has been received
by Human Resources. Sick Leave Payout generally takes six (6) to eight (8) biweekly pay
periods.
Involuntary separations for reasons such as layoffs or disciplinary actions should be
coordinated through Employee/Labor Relations.
UNIVERSITY SUPPORT PERSONNEL SYSTEM (USPS)
Job Security
A USPS employee is on probation for the first six months in a new position. If the
employee is rated satisfactory or above for the first six months of employment, the status
of the employee becomes regular.
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Appeal
An employee with a satisfactory rating cannot be terminated without just cause and the
right of appeal through the University Support Personnel System.
Position Abolished
If a position is abolished, the employee must be given a 45-day notice. If the employee
has seniority over similarly classified employees at Florida State, the employee has
displacement rights and may displace an employee with less “points” in the same
classification.
Termination for Cause
Any employee may be terminated for cause, in accordance with Florida State University
Guidelines for Disciplinary Actions.
Voluntary Termination
It is customary for USPS employees to give their immediate supervisor a two-week notice
prior to terminating their position with the University. It is the supervisor’s responsibility
to inform the Director’s Office of the termination. The Director’s Office is then
responsible for adhering to proper University policies on advertising and replacement of
personnel.
Time Cards/Work Hours
The employee must record leave taken daily to the nearest quarter of an hour in Omni
Employee self service or manually on the Pay and Leave Report. Employees and
supervisors are required to certify that the Pay and Leave report is correct at the end of
each pay period. Reference OMNI TL 2000 Job Aid
http://www.aim.fsu.edu/job_aids/deprep.htm
If an employee does not have an accrued leave balance to cover absences, the employee
will not be paid for time not worked. Negative balances are not permitted.
Any leave of absence from the normal workplace must be approved in advance. This
includes, but is not limited to, sick, annual or compensatory leave; meetings, conferences
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or training.
A USPS non-exempt employee is one who occupies a position that is covered by the Fair
Labor Standards Act and is restricted to a 40-hour workweek. An employee in this
category is eligible to receive a cash payment for overtime or receive overtime-
compensatory leave at the rate of time and one-half.
A USPS exempt employee is one who occupies a position where duties and functions are
primarily of an executive, professional or administrative nature. An exempt employee shall
receive regular-straight compensatory leave credit for time worked beyond 40 hours in a
work week on an hour for hour basis, when approved in advance by the employee's
immediate supervisor. Such leave shall be cashed out semi-annually if not used. The
exempt employee works in a position that has been designated as exempt from Fair Labor
Standards Act.
A full-time Administrative and Professional employee is expected to work a minimum of
40 hours in a workweek and is not paid overtime or granted compensatory time for time
worked in excess of 40 hours. However, they are eligible to accrue regular-straight
compensatory leave when requested by their supervisor to work during regularly
scheduled State holidays.
Supervisors are responsible and have the flexibility for determining an A&P employee's
work schedule.
Each employee is expected to work the number of hours in the employee's established
workweek unless on approved leave.
1. All time worked must be entered in OMNI and compensated for including overtime or
special comp time when equal time off is not granted within the same workweek. While
overtime must be eliminated except in emergency situations, all time worked by
employees other than those exempt as executive, administrative, or professional must be
entered on the time records. Overtime must be paid for unless an equal amount of
compensatory time is granted.
2. The workweek for Florida State University runs from 12:01 am Friday to midnight the
following Thursday. A workweek is a constant seven-consecutive-day period and each
workweek must stand alone.
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3. An accurate daily and weekly record of hours worked by all non-exempt employees
must be kept on the time card. In doing so, all hours worked will be rounded to the
nearest quarter hour. Falsification of the time card is grounds for dismissal under State
Personnel Rules and Regulations and a $10,000 fine and/or 6 months in jail under federal
law. The employee and his supervisor must insure accuracy.
4. The time that a non-exempt employee spends doing anything which benefits Florida
State University as an employer must be recorded and paid for as hours worked. All
hours in excess of 40 hours must be approved by the supervisor before they can be
compensated. Volunteer work (for which an employee will not be paid) is not permitted
unless the employee signs a statement to the fact. All time spent on the job must be
recorded as hours worked and compensated. This includes set-up time, clean-up time, and
shift overlaps.
5. A meal period must be approximately 30 minutes or more, and a special effort must be
made to assure that no work is performed during an authorized meal period.
6. Employees may be allowed up to a 15-minute work break period during the first half
and another 15 minutes during the second half of their workday. Work breaks are a
privilege granted at the discretion of the supervisor or department head. They cannot be
accumulated as substitution for a lunch period or be used to compensate for late arrival or
early departure from work.
7. An employee must be paid one and one-half times his/her regular rate of pay for all
hours worked over 40 in a workweek. Non-exempt employees may be compensated with
special compensatory time on an hour for hour basis. Exempt employees may use regular
comp time.
8. Credit as hours worked will be given in computing total hours worked for days absent
due to earned annual leave, sick leave, holidays, and compensatory time.
9. If an employee fails to work 40 hours in a given workweek the appropriate leave must
be charged. “Negative” leave is not permitted. If no leave is accrued, then the employee
must receive less than 40 hours of pay as appropriate.
10. No employee shall be permitted to begin work before the established starting time nor
work after the established quitting time unless it is specifically authorized by their
supervisor.
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11. No work shall be taken from the workstation to be completed after hours at home by a
non-exempt employee.
12. The time spent in class by a permanent, full-time, non-exempt employee taking a free
course shall be considered as hours worked provided such course is in fact an extension
of training for the employee’s current position. The employee in this case will not be
required to make up time lost while attending classes. Determination of the applicability
of the course shall be made by the Director of Athletics and the Assistant Vice President
of University Human Resources.
13. For all courses, which do not meet the criteria of the previous rule and are taken
during normal working hours, the non-exempt employee must either make up the lost time
through compensatory work in the same work week or credit the time lost to earned
annual leave.
Annual Leave Calculation
USPS employees earn annual leave as follows:
1. Up to five years 4 hours bi-weekly
2. Five to ten years 5 hours bi-weekly
3. Over ten years 6 hours bi-weekly
Personal Holiday
Each full-time USPS employee is entitled to one personal holiday each year. Each part-
time USPS employee is entitled to a personal holiday each year, which shall be calculated
proportionately to the personal holiday allowed to a full-time employee. Such personal
holiday shall be credited to eligible employees on July 1 of each year to be taken prior to
June 30 of the following year. A&P positions are exempted under s. 110.205(2)(d) and are
not eligible for this benefit.
ADMINISTRATIVE AND PROFESSIONAL EMPLOYEES
(A&P)
A&P Contract
Employment under this contract is subject to satisfactory performance of assigned duties.
The University may terminate this contract for cause as provided by its rules and/or
policies.
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Notice of Cancellation: The University may elect any time to cancel this contract without
cause by providing advance written notice of cancellation to the employee. Such advance
notice of cancellation period (“ANCP”) will be
i) at least six months for employees who have more than five years of
University A&P service,
ii) At least three months for employees who have one to five years of University
A&P service,
iii) At least one month for all others.
Buyout Option: At any time during the ANCP, the University may, at its option,
immediately cancel this contract without cause by providing written notice to the
employee that it will pay, within 14 business days, an amount equal to the lesser of
i) Salary for the remainder of the ANCP as of the date of such notice less
applicable taxes/withholding or,
ii) Salary for the remainder of the appointment period less applicable
taxes/withholding.
Employment will cease at the time of such notice of payment, notwithstanding any other
date(s) of appointment indicated below or elsewhere. No retirement or other benefits will
attach to such payment.
Termination for Cause
Any employee may be terminated for cause. Justifiable cause might be insubordination,
lack of performance, failure to follow prescribed rules and regulations, or moral
turpitude.
Voluntary Termination
A prior notice of 30 days is recommended for A&P personnel. Such notice should be
given to the employee’s immediate supervisor, and it is the supervisor’s responsibility to
inform the Director’s Office of the termination. The Director’s Office is then responsible
for adhering to proper University policies on advertising and replacement of personnel.
Annual Leave Calculation
Time must be accurately entered in OMNI.
All A&P personnel accrue annual leave at the rate of 22 working days for each 12 months
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worked (6 hours 46 minutes bi-weekly). No A&P employee may have more than 44 days
annual leave credited.
Annual Leave Calculation
Annual leave for full-time A&P, Executive Service, and USPS employees shall be as
follows with proportionate accrual rate for less than full-time employment.
Employee Pay Plan A & P
Exec.
Service
USPS USPS USPS USPS
Length of Service all all 0-6 mos 7-60 mos 61-120 mos 120+ mos
Biweekly Accural Rate
6.769
9.195
4
4
5
6
Max Year End Accural
352
480
240
240
240
240
Max Transferable Hours
352
480
240
240
240
240
Max Hours to be Paid Out
352
480
0
240
240
240
The supervisor should ensure that their employees’ year-end annual leave balance is not
above the maximum allowed by the University, otherwise the overage will be transferred
to the employee’s sick leave balance.
Sick Leave Calculation & Policies
A&P: 4
Ex. Service: 5
USPS: 4
Time must be accurately entered in OMNI.
Employees may be required to furnish a medical certification after three (3) absences for
illness within a thirty (30) consecutive day period. This medical certification must be
furnished before any further sick leave or leave without pay will be approved. Medical
certification is required after ten (10) or more consecutive days of absence. Employees
who are on sick leave and know that their use of sick leave has exceeded these policy
limits should obtain medical certification prior to returning to work.
Medical certification may be required from an employee at any time by their immediate
supervisor or appropriate authority if an employee has been put on notice for excessive
absenteeism or if there is sufficient cause to do so. However, it is the policy of FSU not to
require medical certification for routine doctor appointments or minor family illnesses.
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Administrative Leave
1. Administrative leave shall be provided to employees for jury duty. Leave for this
purpose shall not exceed the number of hours in the employee's normal workday. If
jury duty does not require absence for the entire workday, the employee shall return
to work immediately upon release by the court. If the jury duty does not coincide with
the regular work schedule, the employee shall be granted administrative leave based
on the total hours served on jury duty and such leave shall be granted on the next
scheduled work shift. The employee shall retain any jury pay. (Reference
Compensatory Leave Section)
2. Administrative leave shall be provided to an employee summoned as a witness in a
matter not involving personal interests. If the summons does not coincide with the
regular work schedule, the employee shall be granted administrative leave based on
the total hours summoned as witness and such leave shall be granted on the next
scheduled work shift. Administrative leave shall not be provided to an employee
serving as an expert witness. The employee shall retain witness pay. (Reference
Compensatory Leave Section)
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3. Administrative leave shall be provided to employees for official emergency closing of
University facilities. Only employees scheduled to work during the time of the
emergency closing shall be provided leave. For employees required to work during
the time of the emergency closing, reference compensatory leave (3E-1.2, A, 2, c, (5).
An employee who was on a prior approved leave of absence or scheduled holiday
during an emergency closing shall not have the leave of absence changed to
administrative leave. See OP-C-7-E1.3(b) for the policy on Administrative Leave for
Natural Disasters affecting individual employees when the University is not officially
closed due to an emergency.
4. The following administrative leave is provided to employees and shall not cause the
full-time employee to exceed 40 hours during the workweek.
5. Administrative leave shall be provided to an employee who is a group leader, coach,
official, or athlete and a member of the official delegation of the United States to
world, Pan American, or Olympic competition. In no event shall the paid leave under
this provision exceed the period of the official training camp and competition
combined or thirty (30) calendar days a year, whichever is less.
6. Administrative leave up to two (2) days shall be provided to employees upon the
death of an immediate family member.
7. An employee who is a certified disaster service volunteer of the American Red Cross
may be provided administrative leave for not more than fifteen (15) working days in
the fiscal year upon request of the American Red Cross and the employee's
supervisor's approval. Leave granted under this act is authorized by the Florida
Statutes, and shall be only for service related to a civil disorder or disaster occurring
within the boundaries of the State of Florida, unless authorized by the President.
8. The supervisor may grant an employee administrative leave up to two (2) hours for
voting in public elections.
9. An employee under investigation may be placed on administrative leave up to the
length of the investigation.
10. An employee may be placed on administrative leave between the notice of
suspension, or dismissal and the effective date of such action.
11. An employee may be placed on administrative leave when the employee's presence in
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the workplace may result in damage to property, injury to the employee, others, or
would be detrimental to the best interest of the University.
12. An employee who has been rated by the United States Department of Veterans
Affairs or its predecessor to have incurred a service-connected disability and has been
scheduled by the United States Department of Veterans Affairs to be reexamined or
treated for the disability, shall be granted administrative leave for such reexamination
or treatment without loss of pay or benefits. In no event shall the paid leave exceed
six (6) calendar days a year.
13. An employee may be placed on administrative leave with pay for one workday in lieu
of a suspension without pay for disciplinary reasons. Such administrative leave would
serve as a suspension in the progressive disciplinary process under the University
Guidelines for Disciplinary Actions.
NOTE: Reference (OP-C-7-E-1.9) Military Leave with Pay for administrative leave
associated with military service.
NOTE: Administrative leave is not accrued.
Time must be accurately entered in OMNI.
Holidays
The following holidays, as provided to all employees by Florida Statutes, and any
additional Holidays authorized by the Board of Trustees, shall be observed as paid
holidays:
New Year's Day
Veteran’s Day Martin
Luther King, Jr., Birthday Thanksgiving Day
Memorial Day Friday after Thanksgiving
Independence Day
Christmas Day
Labor Day
Holidays that fall on Sunday are observed the following Monday. Those that fall on
Saturday are observed on the preceding Friday. If an employee is required to work on a
holiday, when classes are in session or otherwise, he/she will be credited with
compensatory leave (Holiday Earned) equal to the time on duty. Holidays earned and not
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used at time of separation shall be paid for.
STRAIGHT TIME COMPENSATORY
Effective January 1, 2009, all A&P and USPS employees must be pre-approved by their
supervisor to work on a University holiday. Further, any Straight time earned by the
employee(s) in this manner will be required to be applied as compensatory time off.
That is, the Straight time will no longer be approved to be paid through payroll. As
always, the employee will have until the end of the semester to take the compensatory
time off or complete Retain Compensatory Excess Leave form.
HONORARIA
An Employee cannot keep an honorarium if the University has paid for travel or per diem
expenses. If the employee pays his or her own expenses, he/she can retain the
honorarium. This difference is the distinction between the employee acting on his/her
own behalf or acting as an agent of the University. In addition, if the honorarium is
earned during a period that would interfere with the employee’s regular job, and the
department does not pay for the travel expenses, the employee must use annual leave for
the period covered.
SALARIES
All department personnel fall within certain university job classifications, and individual
salaries are reviewed annually. The department follows the generally established policies.
EMPLOYEE BENEFITS
Health and life insurance for salaried employees is administered by People
First/Convergys through the Division of State Group Insurance. Premiums are a
combination of pretax employer deductions (unless an official exception is requested)
and employee contribution.
Supplemental insurance plans are administered by People First/Convergys through the
Division of State Group Insurance however; this is an employee pay-all program. For a
list of current plans, contact the Human Resources Insurance and Benefits Office.
State sponsored health, life and supplemental insurance plans may be added at the time of
new hire, annual open enrollment or when a qualifying status change event occurs.
Changes in plan coverage may only be made during open enrollment or when a
qualifying status change occurs.
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State of Florida Pretax Insurance Program
All salaried employees are eligible to enroll in the plans described below. Most of these
programs are group plans that have lower premiums than are available on an individual
basis. Premiums are deducted from the bi-weekly paychecks. New employees have 60
days from the date of hire to enroll in these plans. During the plan year, changes are only
allowed when a qualifying status change event occurs or during open enrollment.
Brochures outlining eligibility requirements, benefits, and costs in more detail are
available from the Human Resources Department.
State of Florida Term Life Insurance Plan
This plan provides term life insurance coverage with a corresponding amount of
Accidental Death and Dismemberment Insurance. The amount of coverage is determined
by annual salary. Additional, optional base term life insurance coverage is available.
Dental Insurance
There are six dental plans available, which offer indemnity or prepaid options. The pre-
paid plans require that the insured choose a dentist from a list of participating dentists,
and pay a co-payment. The indemnity plan allows the insured to select a dentist of their
choice and the insured must pay a deductible.
The companies that offer these plans for university employees are as follows:
Ameritas
Phone: (877) 721-2224
Assurant
Phone: (800) 442-7742
Cigna
Phone: (800) 244-6224
Comp Benefits
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Phone: (800) 943-6880
United Dental
Phone: (800) 980-0292
Flexible Spending Accounts
Reimbursement accounts allow you to pay for eligible out-of-pocket medical and/or
dependant care expenses with tax-free dollars. During each open enrollment period you
must elect an annual amount to contribute into a reimbursement account. The amount
selected will be deducted from your salary on a pre-tax basis throughout the year. After
you incur eligible expenses, you must submit claims to People First with receipt
documentation of the expense.
Supplemental Health/Hospital Insurance
Hospital insurance is additional insurance to cover hospital expenses not covered by basic
health insurance. These expenses may include hospital deductibles, room and board
charges, co-payments, and any special fees. In addition to hospital expenses, these plans
offer home health care, convalescent care facility, hospice care, extended care facility,
and ambulatory surgical center.
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Capital Insurance Agency (Alta Health and Life Insurance Company)
Phone: (800) 780-3100
Tallahassee: (850) 386-3100
State Securities Corp. (Philadelphia American Life Insurance Company)
Phone: (800) 227-2300
Tallahassee: (850) 386-2300
Cancer and Intensive Care Insurance
Accident and Short Term Disability Insurance
Short Term Disability provides a pre-tax benefit for individuals who are injured on or off
the job. You are paid up to 66 2/3 your annual salary, depending on your chosen plan.
Furthermore, Colonial will pay your benefit regardless of any other insurance you may be
enrolled in. This plan does not cover any pre-existing conditions. NOTE: Maternity leave
is covered under this plan as long as pregnancy occurs after enrollment.
Colonial Supplemental Insurance
Phone: (866) 858-0779
Tallahassee: (850) 962-2500
State of Florida Health Insurance Plan
The State provides a comprehensive health insurance program for employees, their
spouse and children. Basic hospitalization, physician, major medical and prescription
drug coverage are included in the available plans.
People First is the benefits plan administrator for the State. Their responsibilities include,
but are not limited to processing enrollments of pre-tax insurance, processing qualifying
status changes (QSC), verification of dependent eligibility and COBRA benefits.
Summary
The benefits are similar for all providers but, there are differences. Out of pocket
expenses differ between plans, but the premiums are the same. The monthly premiums
are $50 for individual coverage and $180 for family coverage. If you elect to participate
in the HIHP Plans the premiums will be $15 for individual coverage and $64.30 for
family coverage.
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HMO
The self-administered pre-paid health plan is available to employees who live or work
within the HMO's service area. There is no coverage for services outside of their service
area except for life or limb threatening emergencies. You must select a primary care
physician that will authorize all medical care, including referrals to specialists and
hospital admissions. In the HMO plan, you will pay a co-payment for routine services
and emergency room visits.
Capital Health Plan
Phone: (850) 383-3311
AvMed
Phone: (800) 882-8633
United Healthcare
Phone: (866) 873-3903
VISTA HealthPlan
Phone: (866) 847-8235
PPO
Self-insured health plan administered by Blue Cross and Blue Shield of Florida, Inc. This
plan provides you with the freedom to go to any provider. In-network providers have a
lower deductible and lower co-payment for services than non-network providers. With
the PPO plan, you have the flexibility to receive medical attention wherever you are.
BlueCross BlueShield of Florida
Phone: (800) 825-2583
Caremark
Phone: (800) 966-5772
Tax Sheltered Annuities
Florida State University employees are encouraged to establish additional savings for
retirement through participation in tax sheltered programs. Enrollment may occur at any
time. There are no taxes assessed on annuity contributions or earnings until funds are
withdrawn.
Included in the University's tax deferred programs are several 403(b) Tax Sheltered
Annuities and 457 Deferred Compensation plans. The vehicles include money markets,
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stocks, bonds, fixed and variable annuities.
Specifics on each of the available plans may be obtained from the plan representatives:
The Gabor Agency, Lincoln National, MetLife, State Deferred Compensation Program,
TIAA-CREF and AIG VALIC.
Retirement Plans
The State of Florida provides three retirement programs for A&P employees.
1. Florida Retirement System Pension Plan (FRS) is a defined benefit pension plan
sponsored by the State of Florida. Upon completion of six (6) years, effective July 1,
2001 of creditable service, members are vested in the plan and are eligible to receive a
lifetime income benefit upon retirement. The amount received is based on the member's
age, years of creditable service, the value of each year of service, and the average final
compensation. The University pays the full cost of the plan.
The FRS Pension Plan is available to all salaried (A&P, Faculty and USPS) employees at
Florida State University. Coverage is not available to OPS employees. Failure to select a
retirement plan and submit an enrollment form within the prescribed time frame results in
automatic enrollment in the FRS Pension Plan.
2. Florida Retirement System Investment Plan is a defined contribution plan sponsored
by the State of Florida. Upon completion of one year of credible service, you are vested
in the plan. The amount of your benefit at retirement is determined by the contributions
made by the employer and the performance of the investments choices. Contributions are
directed into an individual account and the employee decides how to allocate the
contributions among various investment funds. This plan does not accept employee
contributions.
The FRS Investment Plan is available to all salaried (A&P, Faculty and USPS) employees
at Florida State University. Coverage is not available to OPS employees. Enrollment in
this plan must occur by the end of the 5
th
month from the date of hire or the employee
will automatically be enrolled in the FRS Pension Plan.
3. Optional Retirement Plan (ORP) is a defined contribution pension plan sponsored by
the State of Florida. Each pay period, the University will contribute a percentage of
earnings in an annuity. Regardless of the length of service, participants will receive a
lifetime monthly annuity income at retirement that is based on the amount of funds
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contributed, the investment earnings of those funds, and the type of annuity selected. The
employee may choose to contribute to their selected annuity in accordance with Internal
Revenue Code regulations.
The ORP is available to A&P and Faculty employees at Florida State University. USPS
and OPS employees are not eligible to participate in the OEP. Enrollment in this plan
must occur within 90 days from the date of hire or the employee will automatically be
enrolled in the FRS Pension Plan.
DROP
The Deferred Retirement Option Program (DROP) is a retirement program within the
FRS Pension Plan that allows you to retire and have your FRS benefits accumulate in the
FRS Trust Fund earning interest while you continue to work for up to five years. Your
participation in DROP does not change your conditions of employment. When the DROP
period ends, you must terminate employment. At that time, you will receive your
accumulated DROP benefits and begin receiving your monthly retirement benefit. Florida
State University pays the full cost of the plan. For additional information, visit the
Division of Retirement's web site.
Worker’s Compensation
All University employees, both permanent and temporary, including graduate assistants,
student assistants, and OPS employees are covered by Worker’s Compensation Insurance
provided by the University. The Department of Safety and Risk Management administers
this program, which provides for medical care as well as compensation for disability
resulting from on-the-job injuries. Compensation is dependent upon the nature of the
injury. On-duty accidents are to be reported to the supervisor immediately. Additional
information on this program may be obtained from the Department of Safety and Risk
Management.
Summer Flex Hours
FSU Human Resources determines the time period for summer flex hours with the
approval of the Athletic Director. To provide employees the opportunity to meet family
and personal needs, flextime work schedules may be practiced during the summer.
Flextime work schedules usually begin in May and must end by August. All work
schedules must begin on a Friday and end on a Thursday to coincide with the
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University’s pay week. Unless requested earlier, all employees on flextime work
schedules will revert to their normal work schedules on August.
To request a summer flextime work schedule, please contact the Personnel
Representative in the Department of Athletics.
Employee Tuition Scholarship Fund
Full-time, salaried employees may enroll for up to six credit hours per semester at no cost
to the employee. An employee must receive approval from their supervisor and the
Director of Athletics. Eligibility forms and additional information are available from
Human Resources.
The grant for Faculty or Administrative and Professional staff members consists of
salary for up to two semesters with no work obligations. Awards to faculty are limited to
persons seeking degrees in under-represented disciplines. The University Support
Personnel System employee award provides salary for up to two semesters with a $600
stipend per semester. There is no stipend for Faculty or Administrative and Professional
participants; however, all will be eligible for continued accrual of annual and sick leave
as appropriate.
All Grant-in-Aid recipients must be permanent (continuing), or regular University
employees with service to the institution for at least two (2) years, a recipient must agree
to continue employment with the University, another SUS institution, or the Board of
Trustees for a period of time equal to twice the length of the leave. Applications and
letters of nomination for the Employee Grant-in-Aid Program will be accepted each
spring by Florida State University. The application process is generally held mid-March
through mid-April.
The Grant-in-Aid educational leave awards are granted via a committee process and
generally announced in May or early June.
Applications should be submitted to the Employee Grant-in-Aid Selection Committee,
c/o Human Resources.
Out-Of-State Tuition Waiver
A full-time employee of the University or the employee’s spouse or dependent child will
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be classified as a Florida resident for tuition purposes. The employee must be full-time
(by date of hire) prior to the first day of class as listed in the University catalog.
Employees seeking this waiver should apply for certification by contacting the Office of
Admissions.
Credit Union
The FSU Credit Union is available for employees of the University. Special features
include:
1. Moderate interest rates on a wide variety of loans.
2. Automatic life insurance for each shareholder.
3. Investment opportunity through payroll deductions.
For more information, call the Credit Union Office at 224-4960.
COLLEGE WORK STUDY PROGRAM
As long as the University continues with the Federal Work Study Program, department
personnel are encouraged to use this vehicle to satisfy the need for student assistants,
managers, trainers, and statisticians. This avenue must be tested before OPS will even be
considered. For further details concerning requests for Work Study assistance, please
contact the Work Study Program Office at 644-5441.
OPS EMPLOYMENT
OPS budget, whether seasonal or annual, should be submitted along with the annual
budget request for approval by the Athletics Director. All OPS appointment requests
should be submitted to the Athletics Department Personnel Coordinator accompanied by
detailed justification. Time must be accurately entered in OMNI.
GRADUATE ASSISTANTS/PART-TIME ASSISTANT
COACHES
Requests for additional staff, other than full-time, must be submitted along with the
annual budget request for approval by the Director of Athletics with proper
documentation and justification. Each case will be handled on its own merit and the
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Director will make the final allocations.
DRESS CODE
Dress Code should be enforced by Department within the Department of Athletics.
Employees must apply best judgment in their option of selecting clothing to wear to
work. If there is any uncertainty about acceptable, professional business casual attire for
work then it is most likely not acceptable. However please ask your supervisor or the
Personnel Representative in the Department of Athletics should the employee have any
questions.
9/11
302 – SEXUAL HARASSMENT AND SEXUAL
BATTERY POLICIES
SEXUAL HARASSMENT POLICY STATEMENT
Sexual harassment is a form of discrimination based on a person's gender. Sexual
harassment is contrary to the University's values and moral standards, which recognize
the dignity and worth of each person, as well as a violation of federal and state laws and
University rules and policies. Sexual harassment cannot and will not be tolerated by the
Florida State University, whether by faculty, students, or staff; or by others while on
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property owned by or under the control of the University.
OFFICE OF AUDIT SERVICES
The Office of Audit Services (OAS) is charged with receiving and investigating sexual
harassment complaints as set forth in this policy and shall maintain the records pertaining
thereto. Within the OAS, the Coordinator of Sexual Harassment Resolutions has primary
responsibility for leading these investigations.
DEFINITION
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors,
and other verbal or physical conduct of a sexual nature directed at an employee or student
by another when:
(a) submission to such conduct is made either explicitly or implicitly a term or
condition of employment, academic status, receipt of University services,
participation in University activities and programs, or affects the measure
of a student's academic performance; or,
(b) submission to or rejection of such conduct is used as the basis for a
decision affecting employment, academic status, receipt of services,
participation in University activities and programs, or the measure of a
student's academic performance; or,
(c) such conduct has the purpose or effect of unreasonably interfering with
employment opportunities, work or academic performance or creating an
intimidating, hostile, or offensive work or educational environment.
EXAMPLES OF SEXUAL HARASSMENT
Incidents of sexual harassment may involve persons of different or the same gender. They
may involve persons having equal or unequal power, authority or influence. Though
romantic and sexual relationships between persons of unequal power do not necessarily
constitute sexual harassment, there is an inherent conflict of interest between making
sexual overtures and exercising supervisory, educational, or other institutional authority.
Decisions affecting an employee's job responsibilities, promotion, pay, benefits, or other
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terms or conditions of employment, or a student's grades, academic progress, evaluation,
student status, recommendations, references, referrals, and opportunities for further study,
employment or career advancement, must be made solely on the basis of merit.
Examples of sexual harassment include, but are not limited to, the following, when they
occur within the circumstances described in Section 3 above:
(a) use of gender-based verbal or written language, including electronic
communication, offensive or degrading to a person of that gender, whether
or not the content is sexual;
(b) inappropriate display of gender-based pictorial images offensive or
degrading to a person of that gender, including but not limited to sexual
posters, photographs, cartoons, drawings, or other displays of sexually
suggestive objects or pictures;
(c) use of inappropriate gestures or body language of a sexual nature,
including leering or staring at another;
(d) unwelcome requests or demands for sexual favors or unwelcome sexual
advances;
(e) inappropriate nonconsensual touching of another's body, including but not
limited to kissing, pinching, groping, fondling, or blocking normal
movement; or
(f) sexual battery. (Note: some acts of sexual harassment may also constitute
violations of criminal law, e.g., sexual battery, indecent exposure, sexual
abuse, etc. In such instances, please refer to the University's Sexual
Battery Policy.)
DISCIPLINARY AND OTHER ACTIONS
Sexual harassment is prohibited by the Florida State University. The University will take
appropriate action against any person found to be in violation of this policy. (Note: a
person who has sexually harassed another or retaliated against another may also be
subject to civil or criminal liability under state or federal law.)
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Disciplinary Actions
Any employee who has sexually harassed another employee or a student, retaliated
against such person for bringing a complaint of sexual harassment, or otherwise violated
this policy shall be guilty of misconduct and subject to disciplinary action up to and
including dismissal, in accordance with applicable law, rules, policies, and/or collective
bargaining agreements. In addition, any student who has sexually harassed another
student or an employee, retaliated against such person for bringing a complaint of sexual
harassment, or otherwise violated this policy may be subject to disciplinary action up to
and including expulsion, pursuant to the Student Code of Conduct. The term "employee"
includes all persons employed by the University including faculty and graduate teaching
assistants.
Other Actions
The University will take such corrective action against any non-students or non-
employees found to have violated this policy, as may be appropriate under the
circumstances.
RETALIATION
Retaliation against one who in good faith brings a complaint of sexual harassment or who
in good faith participates in the investigation of a sexual harassment complaint is
prohibited and shall be a violation of this policy and shall constitute misconduct subject
to disciplinary or other action as described in Section 5 above.
FILING OF FALSE SEXUAL HARASSMENT COMPLAINT
Knowingly filing a false sexual harassment complaint is prohibited and shall be a
violation of this policy and shall constitute misconduct subject to disciplinary action as
described in Section 5 above. A complaint that is investigated and deemed
unsubstantiated is not necessarily a false complaint.
REPORTING REQUIRED
Any student or employee who has witnessed what is perceived to be a violation of this
policy should promptly report that conduct to the OAS, who then will proceed as
appropriate. Any supervisor[1] who has witnessed or becomes aware of the alleged
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occurrence of sexual harassment by, or who receives a complaint of sexual harassment
involving a person within that supervisor's purview, is required to take prompt corrective
action as appropriate, and to report the matter, if possible, within two work days to the
OAS. Failure of the supervisor to take appropriate corrective action or to report the
incident shall be a violation of this policy and shall constitute misconduct subject to
disciplinary action as described in Section 5 above.
COMPLAINT PROCEDURE
Filing of Complaint
Any student or employee who believes that he or she is a victim of sexual harassment in
violation of this policy is encouraged to promptly notify the alleged perpetrator (the
"respondent") verbally or in writing that his or her conduct is unwelcome. Such action
may cause the unwelcome conduct to cease as well as help to maintain an environment
free from sexual harassment. Assistance and support is available from the Office of the
Dean of the Faculties (for faculty), the Office of the Dean of Students (for students), or
the Department of Human Resources (for non-faculty employees). Regardless of having
given notice to the respondent, the student or employee (the "complainant") may initiate a
complaint under this policy by promptly bringing the matter to the attention, preferably in
writing by completing the complaint form, of any of the following:
1. The Office of Audit Services;
2. The Office of the Dean of the Faculties;
3. The Office of the Dean of Students;
4. The Department of Human Resources;
5. A student's school or college dean; or,
6. An employee's immediate or next immediate supervisor.
All complaints should be filed in a timely manner. Complaints filed for acts that
occurred more than one year from the filing date of the complaint will generally not
be investigated unless appropriate in the judgment of the OAS.
Preparing a Complaint
The complainant should provide the following information to facilitate a prompt and
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thorough investigation:
1. The names, addresses, telephone numbers, administrative unit, and position or
status of the complainant and the respondent, if known;
2. Specific acts alleged, including dates, times, and locations;
3. Names, addresses, and phone numbers of potential witnesses;
4. The effect the alleged acts have had on the complainant;
5. Actions the complainant may have taken to attempt to stop the harassment;
6. Complainant's suggestion of proposed action to address or resolve the harassment;
and
7. Other information the complainant believes is relevant.
Transmitting a Complaint to the OAS
The complaint shall immediately be forwarded to the OAS. If the complaint is verbal, the
person receiving the complaint shall make a written summary thereof on the complaint
form and request the complainant to sign it.
Reviewing a Complaint
The OAS will make an initial determination whether the alleged perpetrator is a student
or employee. If the alleged perpetrator is identified, as one who is not a student or
employee, then the OAS will refer the matter to the Office of the General Counsel for
appropriate action. If the OAS determines that the alleged perpetrator is a student or
employee, the OAS will review the complaint to determine whether the acts complained
of, as stated by the complainant, constitute a violation of this policy, and if not, the
complainant will be so informed. If the OAS determines the alleged acts may constitute
a violation of this policy, the investigation will proceed as set forth in Section 10 below,
unless the matter is satisfactorily resolved as in the following paragraph (e).
Notifying the Respondent and Supervisor
Notifying the Respondent and Supervisor; Informally Resolving a Complaint;
Withdrawing a Complaint. The OAS will notify the respondent and his or her appropriate
supervisor of the allegations contained in the complaint. In an effort to informally resolve
the complaint, the OAS will elicit from the complainant, proposed actions the
complainant believes are necessary to address or resolve the alleged harassment. The
OAS will discuss these proposed actions with the respondent and with appropriate levels
of management. The respective parties will also have the opportunity to propose other
means of resolution. Thus, if the matter can be resolved informally, or if the complainant
224
chooses to withdraw the complaint, the complainant will sign a statement outlining the
informal resolution and releasing the University from taking any further action. If the
matter is not resolved at this stage, the complaint will be investigated as set forth in
Section 10 below.
INVESTIGATION
The following procedures will govern all investigations of complaints alleging violations
of this policy:
1. The OAS will thoroughly investigate complaints alleging violations of this policy
with the assistance, as needed, of the following: the Office of the Dean of the
Faculties, the Department of Human Resources, and/or the respondent's
supervisor(s), except in cases where the respondent is a student. If the respondent
is a student, the OAS will forward a copy of the complaint and any associated
materials to the Office of the Dean of Students, which will, if appropriate,
adjudicate the matter under the Code of Student Conduct. The Dean of Students
shall notify the OAS of the outcome.
2. The investigation should include interviewing the complainant and witnesses
suggested by the complainant who may have knowledge of the alleged offending
behavior. Employees and students shall fully cooperate in the investigation.
3. The respondent will be given an opportunity to respond to the complaint verbally
and in writing and may suggest additional witnesses.
4. The investigation should also include interviewing such other witnesses as are
deemed appropriate under the circumstances.
5. The investigation should include a review of any files and records of previous
sexual harassment complaints against the respondent and any other documents
deemed relevant.
6. All witnesses who provide relevant information should submit a written, signed
statement attesting to their knowledge of the subject circumstances.
7. Confidentiality of the investigation will be maintained to the extent allowed by
law.
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REPORT OF OAS
The OAS will prepare a report setting forth its findings and a determination concerning
violation of this policy. The report should be completed within 120 days following the
filing of the complaint, where feasible, and will be submitted to the appropriate vice
president of the respondent's unit or department.
SUBSEQUENT ACTION
The vice president will make a determination, upon review of the OAS's report,
consultation with the Dean of the Faculties or the Director of Human Resources, and
consideration of any other relevant information, including aggravating or mitigating
circumstances, whether disciplinary action is warranted under the circumstances. If the
vice president determines that disciplinary action should be initiated, then, consistent
with due process requirements, the respondent will be notified in accordance with
applicable Florida Board of Education and University rules and policies and collective
bargaining agreements, and appropriate disciplinary procedures as provided for therein
will be followed. Regardless of whether formal disciplinary action is initiated, the
University may take such informal corrective action as may be appropriate under the
circumstances. The vice president will notify the OAS of the outcome. The OAS will
notify the complainant of the results of the investigation and subsequent disciplinary or
other corrective action taken, if any, to the extent allowed by law. The OAS will notify
the respondent of the results of the investigation when no policy violation is found and no
further action planned.
DISTRIBUTION OF POLICY
Copies of this policy are available to all current and future employees and students at the
Florida State University in hard copy (policy brochures, student handbooks, The Bulletin,
etc.), electronic format (www.auditservices.fsu.edu/sh/policy), and will be made available
in alternative format upon request. Any person involved in the process under this policy
needing accommodations for a disability should notify the OAS.
APPLICABILITY
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This policy supercedes any and all prior University policies regarding complaints of
alleged acts of sexual harassment.
EFFECTIVE DATE
The effective date of this policy is July 1, 1998 as amended December 31, 2002 and
January 6, 2004.
WHERE TO GO FOR HELP
Any member of the university community may report sexual harassment to:
The Office of Audit Services
407 Westcott Building
(850) 644-6031
Or by calling:
The Florida State University
Sexual Harassment Hotline
(850) 644-9013
Staff is also available in the following offices to assist victims of sexual harassment.
A student victim may report to:
Dean of Students
4322 University Center A
(850) 644-2428
A faculty victim may report to:
Dean of the Faculties
314 Westcott Building
(850) 644-6876
An A&P, USPS or OPS victim may report to:
Human Resources
6219 University Center A
(850) 645-6519
SEXUAL BATTERY POLICY STATEMENT
227
The goals of the Florida State University are to educate members of this community
about sexual battery, to apprehend and sanction perpetrators of sexual battery, and to
provide the best possible support to victims of sexual battery.
Sexual battery is a crime defined in Section 794.011, Florida Statutes, as “the oral, anal,
or vaginal penetration by, or union with, the sexual organ of another or the anal or
vaginal penetration of another by any other object; however, sexual battery shall not
include acts done for a bona fide medical purpose.”
The provisions of Chapter 794, FS, apply equally to male and female staff, faculty, and
students of the Florida State University, on or off the campus, regardless of whether the
perpetrator and the victim are acquaintances or strangers. Sexual battery involves a lack
of consent by the victim.
Sexual battery committed by a student is also a violation of the FSU Student Conduct
Code (6C2-3.004, Florida Administrative Code).
Educational programs on sexual assault prevention are presented by the FSU Police
Department, the Victim Advocate Program, the Orientation Office, University Housing,
the Student Government Association, and others.
Reporting System
All FSU faculty and staff shall report every incident of sexual battery to the FSU Police
(644- 1234). It is the responsibility of each faculty and staff member to assist student
victims in reporting incidents to the FSU Police. If the victim chooses not to provide
evidence to the police, faculty and staff must still notify the FSU Police Department of
the happening of the alleged sexual battery without identifying the victim, as soon as
practicable. Both the FSU Police Department and the Victim Advocate Program will
report statistical data on sexual battery and attempted sexual battery to their respective
Vice Presidents, who will then notify the President of the University.
Any individual within the University community who has been sexually battered on
campus or off campus should immediately seek assistance from the FSU Victim
Advocate Office (644-7161 or 644-2277) or other victim services of their choosing. The
Victim Advocate Office will provide confidential crisis intervention and information
regarding the victim’s needs or options. All Services of the Victim Advocate Program are
confidential and a police report does not have to be filed to receive support.
If the victim chooses to prosecute the alleged perpetrator, the FSU Police Department
should be contacted immediately (644-1234). Incidents occurring off campus will be
reported to the Law Enforcement Agency with jurisdiction (Tallahassee Police
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Department or Leon County Sheriff). Victims are encouraged to seek medical attention
and an evidence collection exam at Tallahassee Memorial Hospital emergency room.
Because physical evidence is extremely important in the prosecution of sexual battery, it
is strongly recommended that victims do not change their clothing or clean their body
prior to evidence collection.
Services for Victims
The following services are available on campus for student victims of sexual battery or
attempted sexual battery:
(a) Confidential Victim Advocacy (including crisis intervention, emotional support
and practical assistance and referral), Victim Advocate Program; 4th Floor,
University Center, 644-7161 and 644-2277; evening and weekends 644-1234
(FSU Police
Dept. ask for victim advocate).
(b) Individual Counseling Student Counseling Center, 2nd Floor, Student Life
Building,
644-2003.
(c) Pastoral Counseling contact Victim Advocate Program for comprehensive phone
list.
(d) Medical Attention (not evidence collection), Thagard Student Health Center, 644-
5255.
The following services are available off campus to all victims of sexual battery or
attempted sexual battery:
(a) Confidential Victim Advocacy (crisis intervention, emotional support and
practical assistance), Phone Counseling and Referral Hotline, Refuge House/Rape
Crisis Center, 681-2111.
(b) Phone Counseling and Referral (hotline), Telephone Counseling and Referral
Service (Big Bend 211) dial 211.
(c) Evidence Collection and Exam, Tallahassee Memorial Hospital, 431-5411.
Whenever feasible, the Florida State University will assist student victims in rearranging
their class schedules and their room assignments if so requested by the victim.
Other services may be available. Please call the Victim Advocate Program for additional
information.
Enforcement
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The FSU Police Department is accorded full law enforcement authority on the campus
and within the City of Tallahassee 500 feet contiguous to the campus. In the event of a
sexual battery or attempted sexual battery on campus, the FSU Police Department is
responsible for investigating the crime and making any subsequent arrests. In the event of
a sexual battery or attempted sexual battery occurring off-campus against a student, the
Law Enforcement Agency (Leon County Sheriff or Tallahassee Police Department) with
jurisdiction is responsible for investigating the crime and making any subsequent arrests.
Legal penalties for sexual battery will differ, depending on the nature of the crime, but
sentences will be in accordance with Florida law. University employees found guilty of
sexual battery or attempted sexual battery are subject to institutional disciplinary action,
including termination. The effective date of this policy is January 6, 2004.
303 – PAYROLL
UNIVERSITY POLICIES
The Department of Athletics operates under the University’s payroll policies and
procedures. A copy of the University’s policies as of the date of this printing is provided
below, but the most up-to-date policies can be found on the University Web site at
http://www.vpfa.fsu.edu/policies/controller/2d-3.html.
Additional information regarding the Payroll Services Department, such as department
contacts, forms, payroll deadlines, and other related information, can be found online at
http://www.vpfa.fsu.edu/control/payroll.html.
OVERVIEW
The University Payroll Services Department is part of the Controller’s Office and is
designated as the central office responsible for coordinating the regular bi-weekly payroll
processing. Department level responsibilities include entry of time and leave data, and
approval of payroll disbursements.
PAYROLL PROCESS
Pay and Leave Reports are completed by the employee, reviewed and approved by their
supervisor, and submitted to the Time and Leave Coordinator. Hours worked and leave
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taken are entered into OMNI by designated departmental employees.
Payroll reports are provided online and are used to verify time entry and paycheck
amounts. A person designated by the department reviews the payroll reports for accuracy.
Another person then approves the time in OMNI. Approvals in OMNI must be completed
in order for the payroll to be released. Approval is due by 5:00 pm on Friday following
the end of the pay period unless otherwise required by Payroll Services.
The University requires employees to participate in EFT of their pay to a financial
institution as a condition of employment. Employees who do not desire EFT must seek
exception through Human Resources. EFT payments, and any manual payroll checks, are
issued on the Friday of pay week. A designated departmental employee will pick up
payroll checks that are issued by Payroll Services. These should remain in the possession
of the pick-up person until they are distributed to the payee, signed over to another
employee who has been assigned distribution duties, or returned to Payroll Services.
Employees are responsible for recording their time in the OMNI HR Timesheet or on a
time card, as applicable in accordance with the University policy. When errors occur,
employees should immediately contact their Department Representative for advice on the
appropriate corrective action. Employees should be encouraged to review their paychecks
online prior to pay date to assure its accuracy. When changes to Form W-4 are desired,
this change may be made online (Self Service > Payroll and Compensation > W-4 Tax
Information). In accordance with University policy OP-C-7-D1, employees are required
to enroll in direct deposit and have their wages deposited to the financial institution of
their choice.
PAYROLL PROCEDURES
A. In order for new employees to receive their payments on time the department
should ensure that the following has occurred:
1. All required forms have been submitted to and are properly
approved by Human Resources. Generally, all forms are required
by Human Resources two weeks prior to the pay period ending
date. Please refer to Human Resources’ payroll calendar for each
pay period’s deadline.
2. Direct deposit information must be entered through the OMNI
Employee Self Service module or a completed form received by
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Payroll Services by the pay period end date. The university’s direct
deposit policy is listed below in section OP-D-2-E6.
3. The employee has been properly established in OMNI HR and
his/her time recorded timely in accordance with the Payroll
Schedule.
4. The employee’s Time Sheet has been approved in accordance with
the Payroll Schedule.
On-Cycle Payroll Schedule
Wednesday
Run Acivities
Thursday
Time
Entry
Deadlilne
Friday
Time Approval Deadline
In Business Objects, review
Activities Report to verify that
appointment data subm
itted prior to
deadline is correct.
•
If incorrect, create Parature ticket.
Examples of incorrect items:
o Compensation rate
o FTE
o Funding acct codes
o Funding dates
Time entry
is to be
completed
by 5:00
p.m.
•
In OMNI, review
Employee Payable
Time Report to verify
time entry is correct. If
recorded time is not
accurate, correct it and
check exceptions/
approvals before
NOON.
If you have not
approved Reported
Time by NOON it will
not appear in the Cost
Center Report (CCR).
•
Review CCR (Version
1) to verify that pre-
calculated pay is
correct. If incorrect,
232
look at “Payable Time
Detail/Summary” and
“Review Paycheck
Summary”. These pages
may show time that
does not appear in the
CCR due to changes in
Reported Time since
the CCR was posted. If
employee time is still
incorrect, please create
a Parature ticket.
•
Continue checking
throughout the day for
last minute approvals.
B. Payroll Check Distribution Process - Exception to Direct Deposit Policy:
Employees who receive approval from Human Resources to be exempt from direct
deposit will receive a paper check. Payroll sorts these checks by departments along with a
check wrapper sheet. They are available for pick up from Payroll Services on Friday
morning a week following the end of the pay period. Departments designate persons
(Check Distributors) who are authorized to pick up paychecks by submitting a completed
Paycheck Pick Up Authorization form (PR-03) to Payroll Services. Check Distributors
will distribute and secure checks as outlined in OP-D-2-E3, item H.
WITHHOLDING TAX/FICA/RETIREMENT AMOUNTS
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The amounts required for Income Tax withholding, FICA contributions and Retirement
amounts are set by federal and state law and are subject to change annually. The amounts
required to be withheld are published annually in IRS Circular E. If individuals do not
have access to these publications Payroll Services should be contacted for specific
information.
RETROACTIVE DISTRIBUTION OF FUNDING
The Retroactive Distribution of Funding (RDF) policy governs any correction or change
to the funding source of an individual employee for a prior pay period. This policy relates
only to funding and does not apply to any retroactive changes in compensation,
employment period, full-time equivalency, position, or status.
A. RDF Policy: Appropriate Use
The RDF form (PR-01) is required in the following circumstances:
1. A justified change in the funding source of an individual’s salary
2. Correction to department charges in the event of delay in the funding change
on an employee or sponsored project set up
3. Correction to erroneous time, leave, and account information entries
4. Correction to significant differences between an employee's effort reported on
Personnel Activity Reporting System (PARS) and actual payroll charges The
RDF form should be necessary only in the above circumstances. This
process does not replace the need for the following considerations:
1. Personnel appointments reflect accurate funding distribution
2. Personnel and payroll documents are submitted and approved in a timely
fashion
3. PARS data reflect accurate employee effort
4. Appropriate and timely attention is given to reconciling actual payroll charges
234
to payroll budgets
B. RDF Policy: Appropriate Timing
The RDF form must be completed and submitted to Payroll Services or Sponsored
Research Accounting Services within thirty (30) days from the end of the month in which
the error occurred. Should the correction result from the discovery of an effort error
during the PARS verification process, then the correction must be submitted within thirty
(30) days of the PARS verification discovery.
Corrections submitted beyond the initial 30-day deadline from the end of the month in
which the error occurred require a separate, typewritten detailed explanation and
authorization from the appropriate Dean or Vice President.
C. RDF Procedure: RDF Form and Supporting Documentation
The RDF Form must be used to make any correction or change to the funding source of
an individual employee for a prior pay period. As of March 1, 2007, departments should
submit only the RDF Form to make such a change or correction to a prior period.
The RDF Form must be completed in its entirety and include the appropriate
authorization. Any incomplete or inaccurate RDF Forms will be returned to the
originating department.
The RDF Form must also be accompanied by the following additional documentation:
1. Payroll charges from the pay period(s) affected (OMNI Payroll Charge Report)
2. Any other pertinent information that supports the redistribution
TAXES, ADJUSTMENTS AND RESPONSIBILITIES
Withholding taxes, Social Security, Medicare and retirement expenditures, are dictated
by an individual’s tax status (US citizen, resident alien or nonresident alien), student
status, position held and retirement code, and desires expressed when completing their
W-4 form. This status is determined when the individual is entered into the payroll
system and is the responsibility of Human Resources to monitor and ensure individuals
are paying the appropriate taxes.
235
TAXABLE FRINGE BENEFITS
A. Taxable Fringe Benefits are those non-cash items provided an employee which
increase taxable gross income and must have social security(6.27%), Medicare(1.45%)
and income tax(25%) deducted from them. Some of these items are as follows:
1. Awards (such as savings bonds)
2. Automobiles furnished to employees that are used personally
3. Insurance policies and other fringe benefits provided employees that are not
provided in cash
4. Club memberships (The Club Usage Log (PR-04) may prove helpful when
dealing with this type of benefit.)
5. Spousal and family travel
6. Tickets to sporting or other events
7. Moving expenses (see below)
B. Items of this nature must be monitored by departments and coordinated with Payroll
Services in an expeditious manner to ensure timely inclusion in employee’s W-2
statements annually for automobiles and country club memberships and monthly for all
other benefits.
C. The Athletic Payroll Department will notify employees when their paycheck will be
effected by the taxation of a fringe benefit.
D. Any specific questions about taxable fringe benefits (such as which benefits qualify,
etc.) should be directed to Payroll Services.
MOVING EXPENSES
A. Overview of University Policy & Procedure:
1. Contracts are in place with moving companies that offer substantial discounts
on the cost of a move. The University requires you to get at least two quotes:
236
one from the ITN list of four (4) movers and one from the list of eight (8) E&I
movers. (Lists attached) A separate company not on the list can be used if
they offer a lower price.
2. A moving expense approval form and purchase order must be completed prior
to the move taking place. The Athletics Department Human Resources
Representative coordinates this process with the new employee.
3. If a new employee wants to move themselves, they should obtain a quote for
the rental truck, boxes, and packing materials. This quote should be provided
to the Athletics Department Human Resources Rep prior to the move taking
place.
4. There is an 18 month time limit on the relocation to be completed. The time
begins with the date of hire.
5. If an employee resigns within one year of the move, then the employee must
pay back the Athletics Department the full cost of all direct and indirect
moving expenses paid by the University, including but not limited to,
temporary housing, storage, trip costs between old and new residence, and
moving household goods.
6. FSU does not “gross up” income to cover taxable moving expenses that are
paid on behalf of the employee or reimbursed to the employee.
7. Positions eligible for up to $25,000 of moving expenses:
a. Athletic Director
b. Associate Athletic Director
c. All Head Coaches
d. Assistant Coaches for Football & Men / Women’s Basketball
8. Positions eligible for payment of moving expenses up to $5,000:
a. Assistant Coaches, other than Football and Men / Women’s Basketball
b. Assistant Athletic Director
c. Director
9. Other A&P positions may be eligible for payment of moving expenses up to
$2,000, if approved by the Athletic Director.
237
10. Florida State will pay for the following expenses that are included in the
eligible amount of expenses mentioned above:
a. Up to two cars will be covered in this policy.
b. Storage is covered for a maximum of sixty (60) days. The basic
relocation is for moving household goods from old house to either a
storage unit or the new house. (One pickup and one delivery).
c. Temporary living expenses are covered in a hotel or similar
accommodation for up to three (3) months with the approval of the
Athletic Director.
d. Two (2) “house hunting” trips with stays of three (3) days each trip
will be paid by the University Athletic Department.
5. FSU Athletics will not pay for the following:
a. Realtor fees for selling the employee’s old residence or for purchasing
a new residence.
b. Relocation or bridge loans of any kind to employees.
c. Origination points or discount points on the sale/purchase of
residences.
6. Payment of moving expenses is not automatically granted. Requests for the
option to extend this benefit to a potential employee should be made when a
job is being advertised. Market conditions should be assessed to determine if
this benefit is necessary to attract a top candidate. Justification will be
required prior to offering a new employee this benefit.
7. The Athletic Director, at his discretion, may approve or deny any
additional expenses or reimbursements of moving expenses incurred by
the new employee.
8. Moving expense benefits in excess of the University policy will be funded by
the Seminole Boosters Sport Restricted Accounts.
9. The IRS allows for certain moving expenses to be exempt from taxation as an
employee benefit, as follows:
•
Household goods (includes pets & vehicles).
238
•
Employee and family transportation cost to new job location. Option to
request 20 cents/mile reimbursement if employee drives to new job
location.
•
One night hotel stay in old residence location after household goods was
moved.
•
Storage for up to 30 days.
•
All other expenses and expenses in excess of what is allowed by the
IRS are taxable to the employee. Taxation will occur via the payroll
system as soon as the service is provided and paid. Notification of the
amount taxed will be communicated to the employee before the
payroll check is issued that contains the deduction for taxes.
239
240
ITN 07LD-138
Contact Information
A Turner Moving & Storage / North American Van Lines FEID 521840893 Interstate
1001 NW 53 Ave FEID 591412020 Intra State
Gainesville, FL 32609
Contact: Tammy Turner (800-231-0406)
Email: tturner@a-turnermoving.com
Local 352-372-0406
Fax: 352-372-1474
Browning Moving & Storage / United Van Lines FEID 621350600
3725 N Frontage Rd
Lakeland, FL 33810
Contact: April Snow (800 722-6683 x 222)
Email: aprils@browningmoving.com
Local: 863-683-6494
FAX: 863-683-5102
Hills Van Service of North Florida
3540 NE Waldo Rd
Gainesville, FL 32609
Contact: Melody Hibbitts (800) 749-6067
Email: melody[email protected]
Local: 352-372-4271
FAX: 352- 372-5630
Berger Moving & Storage/Allied Van Lines
51115 W. Clifton Street
Tampa, FL 33634
Contact: Mary Morse (800-237-5572)
Email: MaryMo@bergerallied.com
Local: 813-885-6771
FAX: 407-388-1318
241
CHAPTER
400
FINANCIAL
AND BUSINESS
OPERATIONS
243
401 – BUDGET
UNIVERSITY POLICIES
The Department of Athletics, like other University departments, is responsible for submitting
annual budget requests which, once approved, are incorporated into the University's annual
operating budget. This budget becomes the basis of authority for the Department’s financial
operations during the fiscal year, which begins July 1. The most up-to-date University budget
policies can be found online at http://www.budget.fsu.edu/. Additional information on the
University Budget Office, including department contacts, forms and training, can also be found
on this website.
BUDGET PREPARATION - OVERVIEW
The budget development cycle takes place during the period from February through June. The
Athletics Executive Staff and the Athletics Business Office are responsible for the preparation of
the departmental budget. The departmental budget is comprised of individual department
budgets representing each individual sport and each service or administrative area (i.e.:
Compliance, Media Relations, etc.)
BUDGET PREPARATION - REVENUES
Revenue projections are developed annually and used as the basis for overall budget preparation.
The Athletics Business Office prepares the revenue budget based on historical trends, actual data
(i.e., contracted amounts), conference estimates, etc. Departmental revenues are derived
primarily from the following sources: ticket sales and game guarantees; conference distributions;
student fees; media rights fees; corporate sponsorships; ACC & NCAA reimbursements, and
postseason event distributions.
BUDGET PREPARATION - EXPENSES
The budget development process is dependent upon University guidelines. In January, of each
year, the Athletics Business Office communicates these guidelines and those of the Department
to the head coaches and unit leaders along with the appropriate forms for submitting proposed
budgets. All head coaches and unit leaders are required to discuss their budgetary needs with
their supervisors and then to submit their agreed-upon proposals to the Athletics Business Office.
The proposed budgets include justifications (zero based budgeting explained below) for
individual line items, notes for any special requests, and supplementary information on requested
244
team trips. While the various areas are developing their budget proposals for expenditures, the
Business Office prepares projections for salary and benefit expenses based upon any increases as
determined by the Legislature.
ZERO BASED BUDGETING PHILOSOPHY
A method of budgeting in which all expenditures must be justified each new period, as opposed
to only explaining the amounts requested in excess of the previous period's funding. Each
department has to justify its funding every year. That is, funding has to have a base at zero. A
department has to show why its funding efficiently helps the organization toward its goals. ZBB
is especially encouraged for Government budgets because expenditures can easily run out of
control if it is automatically assumed what was spent last year must be spent this year.
For example, each departmental budget starts at zero and justifies each line item requested
amount.
When the budget requests have been received by the Business Office and assembled into a
department-wide summary of requests, budget meetings are held involving the Director of
Athletics and the Executive Staff. Following these meetings, the budget is adjusted and the CFO
for the Athletics Department consults with the CFO for the Seminole Boosters to insure there is
adequate funding for the Athletics Department proposed budget. Next, the proposed budget will
be presented to the president for any comments regarding the budget that may impact the
university. Then the Business Office prepares a budget proposal packet to be presented to the
Budget Subcommittee of the Athletics Committee.
BUDGET APPROVAL PROCESS
Athletics staff contact the chair of the Budget Subcommittee of the Athletics Committee, who
schedules subcommittee meetings to review the budget proposal with the Athletic Director or
Executive Staff, as needed. Any adjustments are agreed upon and then the Budget
Subcommittee forwards the proposed budget, as adjusted, to the Executive Athletics Committee
which will ultimately recommend endorsement by the full Athletics Committee at a scheduled
Committee meeting. Committee members have the opportunity to ask questions of
Subcommittee members, Athletic Director or Executive Staff at that meeting and throughout the
month leading up to the next Committee meeting.
At that following meeting, the Committee votes on endorsement of the budget. If endorsed, the
proposal is forwarded to the University President with a recommendation for final approval. The
245
budget does not become official until the President has signed the appropriate budget documents.
At that time, Business Office staff input the approved budget into the University Budget Office’s
online budget system. The Business Office also distributes copies of the appropriate areas of the
approved budget to each head coach and departmental administrator.
BUDGET CONTROL
Budgetary control measures are an integral part of the system for approving the expenditure of
departmental funds. Prior to committing the Department to a financial obligation, a staff
member must have the request approved. If prior approval is not obtained, the individual staff
member may be held personally responsible for the resulting charges. All expenditures of $500
or more must be approved at the Executive Staff level.
BUDGET REPORTS
Budget reports are distributed by the 15
th
of each month.
BUDGET AMENDMENTS
Requests to transfer amounts between individual department budgets in Athletics must be
approved in writing by the Director of Athletics. Transfer amounts between the four categories
within the individual Athletic department budgets must be approved in writing by one of the
Executive Staff. The approving party will ensure that such amendments are in compliance with
University and departmental guidelines. The total Athletics budget amount can be revised only
with the approval of the University President.
TIMELINE
December 1st – Budget Meetings date and time sent to each dept/sport for January meeting
December 15
th
– Executive Staff and Dept Heads provided financial report showing expense
history, YTD actuals and projections.
February 1
st
to February 31
st
– Departmental Budget Meetings held with Executive Staff, Dept
Head, Sport Oversight, Assistant AD of Business Office and Business Office representative for
Depts/Sports to submit proposed budgets
246
March 15
th
- Budget data from meetings submitted to the Executive Staff with updated actual and
projections
April 1
st
– Budget adjustments due from Executive Staff to Assistant AD, Business Office.
April 15
th
– Budget Report submitted to the President with updated data for comments regarding
any impact on university.
April 30
th
- Budget Report (w/President’s Adjustments) submitted to the Athletic Budget Sub-
Committee with updated actual and projections for the Committee to review and recommend to
the Executive Athletics Committee.
May 15
th
– Budget Report submitted to Athletics Executive Committee for the Committee to
recommend to the full Athletics Committee to endorse..
June 1
st
– Final Budget sent to President for approval.
June 15th– New Year Budget issued to Depts/Sports.
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402 – PURCHASING AND DISBURSEMENTS
UNIVERSITY POLICIES
The Department of Athletics operates under the University’s purchasing and payables policies and
procedures. A copy of the University’s policies as of the date of this printing is provided
below, but the most up-to-date policies can be found on the University Web
sites at
http://www.vpfa.fsu.edu/policies/bmanual/purchasing.html and These policies and procedures
state the department’s responsibility when purchasing goods or services, and the methods
used to requisition, receive, and pay for these purchases.
Additional information regarding the Purchasing Department, such as department contacts, bid
listings, university contracts, training, and other related information, can be found online at
http://www.purchasing.fsu.edu/. Additional information regarding the Payables and Disbursements
Department, such as forms, training, and other related information, can be found online at
http://controller.vpfa.fsu.edu/Payables-Disbursement-Services.
ADDITIONAL ATHLETIC DEPARTMENT PURCHASING
POLICIES
All purchases of $500 or more must first be approved by the Department Head and or Sport
Oversight and, forwarded to the Executive Staff for approval before the purchase is made. This
policy includes purchases that will be paid on behalf of Athletics by the Boosters, the
Foundation, or any purchases using a P-Card.
Before making purchases of $2,500 or more, price quotes from at least two vendors must be
obtained unless part of an ITN. This policy includes purchases to be paid for by the Boosters or
the Foundation.
All contracts between Florida State Athletics that are $10,000 or more must be forwarded to the
Associate Athletic Director/CFO who is over the Business Office. This person will review the
contract for accounting and policy issues then send the contract to the University Legal Office
for approval. This policy includes contracts with Florida State that are to be paid by the Boosters
or the Foundation.
All procurement actions for commodities or contractual services from sources outside the
248
University must be processed through the Purchasing Department using the OMNI system. Any
acquisition of a commodity or a service made before the Purchasing Department issues a
purchase order may become the personal obligation of the individual obtaining the commodity or
service.
All procurement actions for commodities or services from sources within the University must be
processed through the Athletics Business Office using an Interdepartmental Requisition form.
Some items purchased from University sources include books, computers, copying services, and
maintenance services.
All purchases will be delivered to the central receiving office for the University, unless otherwise
indicated in the purchase order. In cases where it is not practical to utilize the central receiving
office, shipments can be delivered directly to a department or some other location.
Payment for all purchases, including those where normal purchasing procedures were not
available or where a vendor did not accept a purchase order will be processed through the
University’s Payables and Disbursements Department.
All University employees engaged in the procurement and payment process, including
requisitioning, purchasing, receiving, payment, and related activities, shall conduct business
dealings in a manner above reproach in every respect. Transactions involving the expenditure of
departmental funds require the highest degree of public trust to protect the interest of the
University.
Training sessions are available throughout the year by calling the Athletics Business Office.
Policy for Hotel Contracts
All hotel contracts should be sent to the Associate Athletic Director/CFO for review. Once reviewed,
contracts should be forwarded to the Executive Senior Administrator for final approval.
P-CARD
The P-Card policies of the University can be found at http://www.purchasing.fsu.edu/Purchasing-
Card-Information. This includes all appropriate forms and instructions.
249
In order to request a P-Card, complete the application and obtain all required signatures. Once
completed send to the Athletics Business Office which will them send to FSU Purchasing at
A1400 University Center, MC 2370. Upon receipt and verification of information, FSU
Purchasing will send emails to the applicant providing the P-Card training link and Certification
Agreement document. Each applicant must complete the on-line training and fill out the
certification. The entire group of certifications should be sent back to the Athletics Business Office
where it is forwarded to FSU Purchasing.
Purchasing Cards may only be used for commodities for official, state-related purposes which
must follow appropriate state laws and guidelines. If there is a question about the official purpose
of a purchase or if the use of the purchasing card to make a purchase is questionable, contact the
Athletics Business Office, FSU Purchasing Department, or Purchasing Help Desk at 850-644-
6850 for clarification prior to making the purchase. Any exceptions or special approvals granted
by Purchasing must be in writing and attached to your P-Card receipt.
Cardholders must never give their P-Card to anyone else to make purchases or share their card
information with anyone else.
Due to University requirements, the P-Card reconciliation must be completed weekly. Receipts
must be turned in to the Athletics Business Office within three days of purchase. For
reconciliation purposes, the receipt must be attached to the P-Card form including an
itemized receipt, department ID, and account code where the purchase should be charged.
All purchases with the P-Card that are $500 or more must first be pre-approved at the executive
management level. The approval form must be attached to the P-Card form when turned in to the
Athletics Business Office.
The P-Card manual can be found at the website listed on page 402-2.
Rev. (8.12.08)
250
403 – TRAVEL
UNIVERSITY POLICIES
The Department of Athletics operates under the University’s travel policies and procedures. A
copy of the University’s policies as of the date of this printing is provided below, but the most
up-to-date policies can be found on the University Web site at
http://www.vpfa.fsu.edu/policies/controller/2d-2.html.
Additional information regarding the Travel Department, such as department contacts, university
contracts, forms, training, and other related information, can be found online at
http://www.vpfa.fsu.edu/control/travel.html.
OVERVIEW
A Travel Authorization is to be properly completed in OMNI in advance of official University
travel. Official University travel is any travel deemed necessary to the proper performance of
University business and may be reimbursed from University funds. The purpose of the Travel
Authorization is to obtain approval to make the trip, to encumber necessary funds, to request
travel advances, and to provide worker's compensation insurance coverage. Any travel expense
made before a Travel Authorization is approved may become the personal obligation of the
individual engaged in the travel.
Immediately upon returning from a trip for official University business, staff members must
properly complete an Expense Report for reimbursement of travel expenses. Reimbursement
will be made for meals, lodging, transportation and certain incidental expenses. The Expense
Report will be completed in OMNI, and approved by Executive Staff, Compliance Office (if
necessary), Business Office, and University Travel Department. Payments will be processed by
EFT of funds to the traveler’s bank account.
All University employees engaged in official department travel shall conduct business dealings
in a manner above reproach in every respect. Transactions involving the expenditure of
departmental funds require the highest degree of public trust to protect the interest of the
University.
All travel that will be expensed against the athletic department budget must be arranged using
Short’s Travel. The contact information for Short’s Travel is:
Toll Free 1-866-902-9654
Email: teamtravel@shortstravel.com
251
Website: www.shortstravel.com
Hours: M-F 9:00a.m. to 10:00p.m
Sat/Sun/Holidays: 1:00p.m to 8:00p.m.
All calls afterhours can contact the short’s representative at the toll-free number above.
The Short’s Travel web portal provides each sport/dept with detail information regarding their
travel.
TYPES OF TRAVEL
Administrative/Individual Travel
Administrative travel is when an employee travels for some reason other than recruiting or team
contests. Types of travel would be conferences, conventions, clinics, etc.
Employee meals are subject to the state meal allowance for all sports.
Alcoholic beverage costs are personal and will not be reimbursed as a business expense by the
University. However, the Seminole Boosters and the Foundation Athletic Development Fund
(ADF) will reimburse for alcoholic beverages if there is a business purpose for the expense.
All incidental hotel room charges must be paid upon checkout. No incidental charges, including
meals, should be direct billed to the university, unless there is a business reason to do so which
must be pre-approved. Additional personal rooms must be paid at check-out by the employee.
All cash advances must be settled within ten (10) days of return date.
Recruiting Travel
Recruiting travel is when an authorized person travels for the purpose of viewing and meeting
with prospective student-athletes.
Team Travel
Team travel involves a group of athletes and coaches for the purpose of engaging in an athletic
contest or other group event involving an athletic team.
An Executive Staff member must approve the list of the team travel party approved for their
hotel stay to be paid by Athletics, Boosters or ADF prior to the season or trip. This list must be
submitted to the Business Office before travel occurs. (See Form “FSU Team/Staff/Guest Travel
Roster Authorization at the end of this section). The list should note the following:
252
1. Employees who will be allowed to charge meals to their rooms and direct bill these charges.
2. Any groups that will be billed separately from the team billing for their rooms.
The approved Compliance Team Travel Manifest can also be used for this purpose.
Team Meals: Student-athletes for all sports will not be subject to the state meal allowance
limitation of $6 breakfast, $11 lunch, and $19 dinner. The FSU Travel Office will pay the full
cost of the meals and the ADF will reimburse the University for the amount in excess of the meal
allowance. The ADF will separately reimburse tips up to a maximum of 20% of the meal cost.
Employee Meals: Employees who travel with a sports team can eat meals with the team, obtain
receipts for meals and submit them for reimbursement, or charge meals to their rooms if pre-
approved by the Executive to do so. Employees traveling with the team will not receive the state
per diem or meal allowance.
Non-University employees will not be included on the hotel bill unless they are working for
Athletics in an official capacity such as medical doctors and equipment truck drivers who may be
included on the hotel bill. A separate hotel bill must be provided for the following: President’s
Party and other university employees that are outside of athletics and Head Football Coach’s
guests.
All cash advances must be settled within ten (10) days of the return date.
Bowl Travel
Bowl travel is per diem, meal allowances, and mileage reimbursements that are paid to
student-athletes, spirit groups, and administrators when attending a bowl game.
Per Diem & Meal Allowances:
1. Student-athletes will receive the GSA meal allowance rate plus the NCAA allowed
$30.00 for incidentals.
2. Spirit Group (Cheerleaders & Band Members) will receive a flat $30.00 per day
including day of travel to event, plus $20.00 for the day of return.
3. Working Athletic Administration and Coaches will receive the GSA meal allowance rate plus
a reasonable amount for incidentals not to be less than what the Student-athletes receive.
Mileage Reimbursement:
253
1. Student-athletes and the Athletic Administration will receive $.445 per mile.
2. Band members and Cheerleaders will receive $.30 per mile.
Hotel Accommodations:
1. Athletic Administration and Coaches will be provided one hotel room.
2. Working Administrative staff may receive one additional hotel room if their bowl duties
support the need for an additional room.
3. The head football coach will be provided a reasonable number of hotel rooms and will be
taxed on these rooms as an employee benefit if they are provided for personal use.
4. All employees who request additional rooms for their children or relatives that are to be
billed and paid for by the university must first receive approval from the athletic director to
receive this taxable benefit. Note: the Guest Travel Form noted in the next section must be
filled out for this personal expense.
Guest Travel – Athletic Department
“Guest travel” occurs when a University employee invites a non-employee guest or family
member to travel with the team to a competition event or meeting.
University Guest Travel Policy & Procedure: The University’s policy on guest travel requires
the employee to fill out a pre-approval guest travel form if (1) you are an employee and invited a
guest to travel to a competition, (2) you are being reimbursed for the additional costs of the guest
travel, and (3) the travel costs of the guest are being paid by the University or DSO. All three
must apply. The form must be pre-approved by the Athletic Director.
The Athletic Director will have the discretion to pre-approve for an employee’s guest or family
member to travel with the employee or sports team. Examples of guest or family travel are as
follows, and are not all-inclusive:
1. Travel by guests to regular or post-season football games on the team charter where there is
“no additional cost” incurred for the guest to travel. Result: Not taxable to employee since there
is no additional cost for the guest to travel.
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2. Travel by guest on commercial flight to ACC or NCAA basketball playoff competitions that
results in an “additional cost”. Result: Additional cost is taxable to employee.
3. Travel by other nonemployee guest travel to a sporting event that is non-business related that
incurs an “additional cost” that is pre-approved at the discretion of the Athletic Director.
Result: Additional travel cost of the guest is taxable to the employee.
4. Travel is not approved and the guest or family member incurs costs that the University or
DSO pays. Result: The employee may be required to reimburse the University or DSO.
Exceptions to employee taxation of guest or family member travel costs:
1. If an employee’s contract states that the employee’s position creates an “assumed”
business purpose for the spouse to travel with the employee on business related trips, then the
employee will not be taxed on the additional costs for the spouse’s travel, or
2. If the employee’s contract specifies certain types of events that the spouse is expected to
attend and travel with the employee, then the employee will not be taxed on the spouse’s
additional travel costs to such events.
3. Whenever an employee’s guest or family member travels on a team charter flight that does
not result in “additional cost”, then there is no taxation of the employee.
4. Whenever the employee’s guest or family member stays in the same hotel room with the
employee then there is “no additional cost”, so there is no taxation of the employee.
Recruit Travel
Recruit travel are the costs directly attributed to bringing the student-athlete on campus for an
official visit.
RECRUIT – PETTY CASH PROCEDURES
I. All petty cash requests for an incoming prospective student athlete’s (prospect’s) official
visit must be submitted to the Compliance Office at least one week prior to the official visit.
Forms for requesting the student host and prospect mileage reimbursement money can be
obtained from the Compliance Office.
255
II. The current amount allowed for student host money is $30.00 per day for no more than
two days for a maximum amount of $60.00 per host per incoming prospect. If a student hosts an
additional prospect, he/she can receive an additional $15.00 per day for the second prospect for
no more than two days.
III. The current amount for prospect mileage reimbursement is $.445 per mile (based on
University’s standards). A printout of Map Quest directions with the exact mileage from the
prospect’s residence to the Moore Athletic Center (FSU) must be included with the Prospect
Mileage Reimbursement Form upon submission to the Compliance Office.
IV. Once the student Host Money Request Form and the Prospect Mileage Reimbursement
form are received in the Compliance Office, each request will be reviewed. Approvals will be
forwarded to the Cashier’s Office.
V. The requested student host and prospect mileage reimbursement money will be available
in the Cashier’s Office the day prior to a prospect’s official visit. The money will not be
available once the official visit has concluded.
VI. When receiving the student host and prospect mileage reimbursement money, one will
sign and receive a copy of the petty cash receipt form for each. In addition, the prospect Mileage
Reimbursement Form will be provided. This form must be signed by the prospect when he/she
receives the mileage reimbursement. Please remember that the student host must sign the
Student Host Form when they receive the host money, as well.
VII. Immediately following an official visit, the Prospect Mileage Reimbursement Form and
Student Host Form, if applicable, must be turned in to the Compliance Office with all other
post-official visit paperwork. Distribution of student host and prospect mileage reimbursement
money for future official visits will not be provided until all previous official visit paperwork
has been received by the Compliance Office.
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VIII. If you have any questions, please call the Compliance Office at 644-4272 or the Cashier’s
Office at 644-3769.
CREDIT CARDS
The University has entered into an agreement with a major credit card company to provide
Administrative and Professional staff members with a Corporate Card for University related
travel expenses. Travel expenses charged on the corporate card are billed to each cardholder
monthly and are the personal responsibility of the cardholder. Employee travel expenses are
reimbursed after submission of an Expense Report in OMNI and providing proper receipts.
The instructions and restrictions on use of credit cards are:
a) University issued credit cards may not be used for charging personal travel or for
purchasing other personal services. These cards are for the exclusive use of the individual
employee to whom they are issued, and are not to be loaned or transferred to another
employee or to a non-employee.
b) Immediately upon termination of employment, the employee is to return all
University credit cards to the Athletics Business Office Personnel Rep.
c) A credit card holder is personally liable for any charges incurred with the use of
the credit card which cannot be legally paid from University funds.
d) The University Controller's Office will send out written confirmations annually to
credit card holders. The credit card holder will have approximately 20 days in which to
respond.
e) If University-issued credit cards are lost or stolen, the cardholder should
immediately notify the Assistant AD - Business in writing, who will in turn notify the University
Controller's Office.
T-CARD
The University T-Card policies can be found online at:
257
http://controller.vpfa.fsu.edu/Travel/Travel-Card-Resources.
The Florida State University Travel Card may be used only for eligible University personnel,
certain travel expenses and official University-related purposes. Purchases must adhere to
appropriate state laws and University Travel/Travel Card policies.
The Travel Card Application Form must be completed by the employee along with the
Certification Agreement. The T-Card is the sole responsibility of the cardholder and should
never be shared by anyone not a part of the travel process.
The T-Card can be used for airfare, lodging and auto rental (see manual for other allowable
items). The T-Card cannot be used for meals, faxes/copies, or memberships.
Note: team meals are allowed with prior approval. The team meal cannot be charged with the T-
card unless prior approval is granted.
A Travel Authorization must be completed in OMNI for each trip on which a credit card was
used, even though no other expenses may have been incurred.
An Expense Report must be filed immediately following the completion of travel.
Failure to promptly submit a travel authorization and reimbursement documentation, or failure
to properly use University-issued credit cards will constitute sufficient grounds for the removal
of credit card privileges and may subject the offending party to personal liability for the credit
card charges.
In order to process T-Card charges in OMNI, the Travel Representative must check the MY
WALLET in OMNI every Tuesday and must submit expense reports within three days.
The T-Card manual can be found at the above website.
GRATUITY POLICY
The Athletics Department policy, effective 2/1/07, will increase the maximum allowed gratuity
rate for meals from 18% to 20%. The desire of the Department is to have a gratuity policy that
mirrors the FSU Foundation’s policy. Therefore, the gratuity rate may change from time to time
to reflect this desire for consistency between the two entities.
1. Below are the several specific gratuity events in which a gratuity may be paid and
reimbursed:
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a. A hotel concierge may be paid a gratuity per bag that is reasonable under the circumstances
and travel hotel location.
b. Services received, such as taxi cabs, may be paid a gratuity up to 15%.
c. An employee who pays a gratuity greater than 20% will only be reimbursed at the allowed
20% rate.
d. The gratuity will be based on the quality of service for business meals and other services
provided to employees while on Department business.
2. Hotel contracts are not authorized to contain a gratuity greater than 20%.
BUS/VAN TRANSPORTATION
Introduction
In developing these policies, the primary concern is for the safety of the student-athletes and
staff.
c
These policies and procedures are to be used as a guide to coordinate the scheduling and
traveling needs of intercollegiate athletic teams. Anyone using the transportation vehicles of the
Department of Athletics is responsible for understanding and abiding by all policies and
procedures as stated.
Please note: University vehicles are for official business only.
Organizational Structure
At Florida State University, all scheduling and related travel arrangements requiring the use of
athletic department vehicles are coordinated through the Office of the Associate Athletics
Director for Football Operations and/or his assistant.
There are fifteen (15) athletic department vans. Six (6) of these vans are used for long distance
travel, another six (6) are used locally and the remaining three (3) are used to transport
equipment and training needs locally.
Scheduling information will be requested in advance so preliminary work can begin in order to
accommodate the needs of the individual coaches/staff. Specific travel needs must be on file
259
with the Football Office Manager thirty (30) days prior to travel to insure the availability of the
requested vehicle.
Presently, we have (1) athletic bus. This bus can only accommodate local transportation such as
airport runs. We have one (1) certified driver who works for the department as a part-time
employee, thus his availability becomes an important part of scheduling.
It is recommended that, if travel is over 350 miles one way or if it returns after 2:00am, a
chartered bus with a professional driver be used. Information regarding reputable companies can
be obtained through the Associate Athletic Director’s office.
If teams are traveling by chartered bus, the expense will come from the sports budget and it is the
coach’s responsibility to make all arrangements with the outside vendor.
A driver cannot exceed driving eight (8) hours a day.
Upon return from a trip, check to see that all equipment is secured and operational.
Requirements for Operating a University Vehicle
All drivers must be licensed and at least 21 years of age and have a valid driver’s license on file
in the Associate Athletic Director’s office. All persons driving vehicles rented from vendors for
university use must also be 21 years of age.
Drivers must be coaches, graduate assistants or staff members of Florida State University.
Student-athletes should only be allowed to drive in an emergency situation and only after the
emergency has been reported to the sport oversight administrator.
All athletic teams are required to provide a list of potential drivers along with their driver’s
licenses.
Coaches’ Responsibilities
Coaches must set up exact departure times.
Coaches must address their team as to acceptable modes of behavior and conduct that is essential
for a safe and courteous trip.
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All traffic incidents and violations must be immediately reported to the Associate Athletic Driver
in charge of vans. The Athletics Department will not pay for fines, tickets, etc…that will be the
responsibility of the driver.
Athletics Department vans will only be used for athletically related business.
If the vans are not available due to heavy scheduling, it is the responsibility of the coach to
pursue his/her needs through an independent vendor.
Seat belts must be worn at all times. Cell phones, and this includes all uses, whether voice, email
or texting, may not be used by the driver while the vehicle is moving.
Coaches shall not exceed the number of passengers permitted in the vans. Twelve (12)
passenger vans should be loaded with no more than eight (8) passengers and fifteen (15)
passenger vans should be loaded with no more than ten (10) passengers with or without
equipment.
Highway Emergency
If a mechanical breakdown occurs en-route to or from an event, it is suggested you call *FHP if
in Florida or 911 if out of state. Emergency information will be provided above the visor on the
driver’s side. As soon as possible, report the breakdown to the sport oversight administrator. In
the event of extenuating circumstances, call 850-385-1413 or 850-545-0668 for assistance.
It is required to carry a cellular phone on all trips.
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Accidents
If an accident occurs, it is the responsibility of the driver to insure that all pertinent information
is recorded. This includes names, addresses, phone numbers, insurance carrier, and a police
report. This is to be reported immediately to the office of the Associate Athletics Director for
Football Operations and the Sport Oversight Administrator, if applicable.
Van Returns
Upon return to the University, vans must be returned to the Doak Campbell Stadium parking lot,
outside of Game M, regardless of the hour. The key should be returned to the Football Office
Manager the first working morning after returning to campus. The utility box should be checked
for the fire extinguisher, flashlight and first-aid kit. The coach is responsible making sure these
items remain with the vehicle.
*Note: If vans are returned on the weekend and rescheduled for use, the involved coaches must
coordinate the exchange.
Vehicle Maintenance
Any damage incurred to the vans will be billed to the budget of the team or agency using the
vehicle.
Avoid liquid drink spills. Do not leave partially filled containers in seats, on the floor or in the
overhead luggage racks.
Use discretion when eating in vans. Keep eating to a minimum and discard all trash and empty
containers.
Return a clean van – not trash, food or litter.
Report any malfunctions or damage directly to the office of the Associate Athletic Director.
The use of tobacco products including chewing tobacco and the smoking of cigarettes, pipes and
cigars is not permitted.
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RENTAL OF ATHLETIC VANS FOR SUMMER CAMP
Statement of Policy
It is the position of Florida State University to minimize the risks of exposure and losses that
may occur when outside agencies (i.e. camps) rent Athletics Department vehicles. The following
risk management tools therefore must be implemented:
Since Florida Statute 287.025 prohibits insuring state-owned property for collision and/or
comprehensive coverage, an officer of the agency should agree, in writing, to assume financial
responsibility for loss or damage to University property while in their possession.
Only University employees are allowed to drive state-owned vehicles, therefore a University
employed driver must be retained during transportation.
Van Requirements
A charge of $75.00 per day per van, payable to Florida State University, in form of cash or
money order, is to be paid at the Office of Associate Athletics Director five (5) days prior to
picking up the key for use.
Fuel is to be purchased by the licensed group. When the van is returned, the gas tank must be
“full”.
In case of emergency, it is the responsibility of the organization to see that the van is moved or
towed for the appropriate repair. The camp will pay towing and repair expenses.
Drivers must be twenty-one (21) years old, have a registered license, and be an employee of
Florida State University.
Vans cannot exceed the seating capacity of ten (10) in a fifteen passenger van and eight (8) in a
twelve passenger van.
Organizations will be responsible for the financial payment of repairs and/or damages incurred
during the time the van was assigned to them.
Vans must be clean and free of any trash upon return.
IN CASE OF ACCIDENT
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Contact the appropriate law enforcement agency (911 or FSU Police at 644-1234)
Obtain driver exchange information.
Report accident to supervisor as soon as possible.
Report accident to Environmental Health & Safety at 644-6895.
Florida Automobile Liability ID Card:
Florida State University
Certificate No. AL-S0122
Named Insured: State of Florida, Tallahassee, Florida
Certificate Holder: Department of Environmental Health & Safety
Florida State University
Financial Responsibility: Self-Insured
AIRCRAFT POLICY FOR TEAM TRAVEL
This policy shall govern team travel on chartered and commercial aircraft by Florida State
University Intercollegiate Athletics Teams, Staff, and Guests.
Equipment
Chartered aircraft for team travel will be requisitioned through the University Purchasing
Department in accordance with state and university purchasing policies.
Commercial aircraft for team travel will be coordinated through the University Travel
Department in accordance with state and university policies.
Departure and Return
The Travel Coordinator for each sport will communicate with the team, staff, and guests with
regard to scheduled departure and return dates, and times for bus transportation to and from
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airports and hotels. Individuals who miss the scheduled departure times shall be responsible for
their own transportation costs to rejoin the group or return home as necessary.
Boarding and Exiting the Aircraft
Boarding and exiting the aircraft is controlled by the airline and airport personnel. All team
members, staff, and guests are responsible for compliance with all instructions given by airline
and airport authorities.
On board the aircraft the pilot has full legal authority over all passengers. In the event of an
equipment problem with the aircraft, all passengers are required to follow the instructions of the
pilot. Once the aircraft has left the gate the pilot alone will determine if it is necessary to return
to the gate. When the pilot has determined that the aircraft is ready to fly, all passengers are
expected to depart with the aircraft. In the event that a passenger elects to leave the aircraft
while the aircraft is still at the gate, the passenger shall be responsible for all travel arrangements
and costs necessary to return to their destination. If the passenger is a member of the team, a
representative of the Athletics Department will accompany the team member(s) and make
arrangements for transportation as necessary. The individual team member(s) will be
responsible for any and all lodging and/or transportation costs associated with their decision to
travel independently.
Florida State Athletics Department Team Travel Meal Policy
Team travel consists of student-athletes, coaches and working support staff for the purpose of
engaging in an athletic contest or other group event involving an athletic team.
Team meals: Student-athletes for all sports will not be subject to the state meal allowance
limitation of $6 breakfast, $11 lunch, and $ 19 dinner. The FSU Travel Office will pay the full cost
of the meals and the ADF will reimburse the University for the amount in excess of the meal
allowance. The ADF will separately reimburse tips up to a maximum of 20% of the meals cost. All
amounts over the state allowance will be charged back to the sport budget.
Athletic Department Allowable Road Contest Meal Allowance
All meals that are NOT contracted through team hotel will be subject to the following maximum
allowance. This allowance applies to regular season and post/season travel. Teams may provide
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SA’s a maximum of four (4) meals per full day of travel or the cash per diem equivalent of four (4)
meals for away or home contest.
Dinner the night before contest or special celebratory meal. $75.00 per person
Breakfast $12.00
Lunch $20.00
Dinner/Pre-game $30.00
Snack/4
th
meal $10.00
8-7-12
REGULAR SEASON TRAVEL
Regular season travel party will include:
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o Players listed on travel log with Compliance
o Coaching Staff, Managers
o Working staff related to the sport with Head Coach approval
ƒ Sports Information
ƒ Trainer
ƒ Strength Coach
ƒ Video Support
ƒ Academic Support (if needed)
Any additional travel request must be approved by Head Coach, Sport Oversight and Executive
Staff. Athletic Department will not pay for any room charges for staff, player or guest.
CULTURAL EVENTS
Cultural events will only be allowed when teams are on an extended stay and between
games/matches. No additional days will be added to trip for cultural events. No event will be
approved if classes will be missed. All trips must be approved by Executive Staff.
STUDENT-PLAYER ENTERTAINMENT
The NCAA allows for “reasonable entertainment” of student-athletes. Florida State University
requires that the entertainment must take place within a 30 mile radius of where the contest will
be played for either home or away games and during vacation periods.
The following are additional guidelines for student-athlete entertainment:
ƒ The sport’s coach must have the student-athlete entertainment approved by the Sports
Oversight person if the entertainment will exceed $25 per student-athlete.
ƒ The Sport Oversight must have the student-athlete entertainment approved by the
Athletic Director if the entertainment will exceed $75 per student-athlete.
ƒ Cash cannot be given to student-athletes in lieu of the entertainment.
ƒ The expense for student-athlete entertainment will be paid first from Restricted Funds.
POST SEASON ADMINISTRATIVE TRAVEL
Administrative staff with a working duty will accompany their sport to the Championship play
with approval of Head Coach, Sport Oversight and Executive Staff. Sport Oversight will travel
with squad.
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ƒ ACC Basketball Tournament
o Any non-working Administrative Staff attending the ACC Basketball Tournament
will only be provided hotel fees and two game tickets. Individuals must pay their
own travel and will not receive per diem. Tickets will be available for pick-up at
the event.
ƒ All Other ACC Tournament/Championship Play
o Non-working Administrative Staff will receive two game tickets. Staff members
will be responsible for all their travel and hotel fees and will not receive a per
diem. Tickets will be available for pick-up at the event.
A full time coach must accompany their team during travel to and from an event. If no full
time coach is available, the Executive Staff must give approval for a designee.
ACC CONFERENCE TRAVEL
As a member of the Atlantic Coast Conference (ACC), Florida State University Athletic
Department employees may be required to travel to conference meetings.
The following are the reimbursement procedures.
1. Before the travel is to be taken complete the attached form authorizing the travel and submit
to the Business Office.
2. Check with the Conference as to what expenses are reimbursable. For the ACC
reimbursable expenses the individual should pay for these out of pocket.
3. Upon completion of the travel complete the ACC reimbursement form and attach itemize
receipts. Submit to the Business Office.
4. The Business Office will submit the necessary documentation to the ACC and will have the
check made payable to the traveler.
07/11
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Appendix R
GUEST TRAVEL POLICY AND
PROCEDURE
Under IRS rules, the value of employer-provided travel benefits to a guest(s) who accompanies an employee on a
business trip may be taxable and reportable as income on the employee’s W-2 form. In most instances, the guest will be a
spouse or other family member. This policy applies to travel costs paid by direct support organizations. Certain
exceptions apply as follows:
•
There is a substantial business purpose for the person accompanying the employee. (Written approval by the
employee’s immediate supervisor is required.)
•
The university incurs no additional costs attributable to the person(s) accompanying the employee. (This exception is
generally applicable to chartered transportation arrangements and shared lodging.)
•
Guest travel reimbursed or paid from university accounts must comply with the State Comptroller and University
Travel Office rules and procedures. Accordingly, these expenses are presumed to meet the business relationship test
and will not be taxable.
•
It is recognized that the spouse of the university president has unique requirements regarding representation of the
university at community, fund raising, social, and athletic events. Unless indicated otherwise, travel expenses
paid/reimbursed for the spouse of the university president will be presumed to meet the business relationship test and
will not be taxable.
•
It is recognized that the spouses of the athletic director and head coaches have unique requirements regarding
representation of the university at bowl and tournament level events. Unless indicated otherwise, these expenses will
be presumed to meet the business relationship test and will not be taxable.
Reporting the taxable value of family/guest travel benefits to the State Comptroller’s Office will be on an annual basis
using the special accounting period rule for administrative purposes. The special accounting period is November 1
through October 31 (encompassing a one- year period). Employees receiving taxable family/guest travel benefits should
request an appropriate fixed additional withholding amount on their W-4 form, since regular tax withholding is unavailable
for this type of fringe benefit.
The total family/guest travel benefit for the period November 1 through October 31 should be provided to the Payroll
Office by Direct Support Organizations immediately after the period end. The Payroll Office will notify employees of the
amount reported and provide an itemization. Employees will have until November 18 to provide documentation supporting an
exclusion from taxation. Minimum documentation (by trip) must include:
1. Business purpose - Reason or nature of the business activity.
2. Business relationship – Information relating to the other person(s) participating in the activity sufficient to establish the
relationship to the business purpose.
3. Excluded amount(s).
4. Written supervisory approval that the primary purpose of the guest(s) travel was to engage in the performance of
substantial activities directly related to university business.
Applicable employee FICA taxes will be deducted from a regular payroll check issued in December. If you have any
questions regarding this notice, please contact Rick Beyer, University Payroll Manager, at 644-3815.
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FLORIDA STATE UNIVERSITY
EMPLOYER’S APPROVAL TO PAY TRAVEL & ENTERAINMENT EXPENSES FOR
FAMILY MEMBER OR TOHER GUEST
INSTRUCTIONS AND PURPOSE
Internal Revenue Service regulations indicate that travel and entertainment expenses incurred by an employee’s family member
or unrelated person, which lack a substantial business purpose, are taxable income to the employee if paid or reimbursed by the
employer.
The purpose of this form is to collect information about these transactions. Transactions incurred for a substantial business
purpose will not be taxable. Transactions incurred at no-additional cost will not be taxable (Ex. Shared lodging or car pooling).
Transportation on a university owned or chartered aircraft or bus will not be taxable if at least 50% of the other passengers are
university employees and students.
You must complete this form if:
1. You are an employee of Florida State University, and
2. You are being reimbursed for or arranging for payment of travel and entertainment expenses of a family member or
unrelated person, and
3. The travel and entertainment expenses will be paid for by Florida State University or any of the university’s direct support
organizations (Ex: FSU Foundation)
If all three criteria are met, you must complete, sign, and attach this form to the disbursement request or travel reimbursement
voucher when it is submitted to the university or foundation fiscal office for payment. Your supervisor must also sign this form.
Upon payment, the university or foundation fiscal office must submit this form and copy of disbursement voucher and supporting
information to Payroll Services, UCA 5300, Mail Code 2392.
Employee Name & SSN: __________________________________________________________________________________
Traveler’s Name: _______________________________________________________________________________________
Employee’s Relationship to the Traveler: ____________________________________________________________________
Is this a business or personal expense? ___________________________________________________________________
If business, description of activity(s): ___________________________________________________________________
___________________________________________________________________________________________________
______________________________________________________________________________________________________
_____________________________________________________________________________________________________
____________________________________________________________________________________________________
If business, description of the traveler’s participation in the above activity(s): ________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
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271
272
Atlantic
Coast Conference
Effective: 07/01/2012
THRU
06/30/2013
Purpose:
Travel
From:
To:
Dates:
_
To:
Transportation (Air Fare)
............................................……….
Mileage
@ .55
.........................................................
Auto
Rental
.............................................................................
Limo-Taxi
...............................................................................
Parking
....................................................................................
Hotel........................................................................................
Meals.......................................................................................
Miscellaneous:
........................................
........................................
........................................
Sub-total
.................................................
Less
Advance.......................................... ( ) Total
.......................................................
ATTACH
ALL
RECEIPTS FOR REIMBURSEMENT
Date Submitted: Social Security
Number:
CHECK
PAYABLE
TO:
Signature
Printed
name:
Institution:
Mailing
Address:
Phone
Number:
REMIT TO: Lynne M. Herndon, Director of Business Operations
Atlantic Coast Conference, 4512 Weybridge Lane, Greensboro, NC 27407
Approved By:
Date:
Account
Number:
Amount:
273
274
FSU Athletics Team Travel Meal Roster
These five items must be completed with dates
and times.
Sport
Depart FSU
:
Date / Time
Event
(s)
Arrive at
Site :
Date / Time
MARK ONE OF THE
OPTIONS BELOW:
Competition
Date(s):
Date / Time
Unlimited Meals/No Per Diem (Entire
Trip)
Date / Time
Per Diem/Team Meals Combo (4 per
day)
Leave Site :
Date / Time
Return to
FSU :
Date / Time
BELOW MARK AN "X" WHEN A TEAM MEAL IS PROVIDED OR PLACE THE
DOLLAR FIGURE FOR CASH DISBURSEMENT FOR EACH MEAL. Circle "TD" if
date is travel day or "C" if it is a competition day.
275
als
DATE(S) & "TD" for Travel Day or "C" for Competition Day
TO
TA
L
TD
or C
TD
or C
TD
or C
TD
or C
TD
or C
TD
or C
TD
or C
TD
or C
TD
or C
TD
or C
Breakfast ($6)
$0
Lunch ($11)
$0
Dinner ($19)
$0
Pre-Game
Meal (No
$) or
$0
Post-Game
Meal (No $)
$0
Snack (Night
Before
Competition
Only) (No $)
$0
Total Dollar
Amount
$0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0
MUST BE SIGNED BY ALL INDIVIDUALS. By signing below, I acknowledge that I have received the
total dollar amount listed and meals provided.
Name
Title
Signature
1
2
3
4
5
6
7
8
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FSU Athletics Team Travel Meal Roster
Continued - Page 2
Sport
Date(s)
Event(s)
MUST BE SIGNED BY ALL INDIVIDUALS. By signing below, I acknowledge that I have received the
total dollar amount listed and meals provided.
Name
Title
Signature
21
22
23
24
25
26
27
28
29
30
31
32
33
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34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
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404 – BUSINESS SERVICES
UNIVERSITY POLICIES
The Department of Athletics operates under the Florida State University’s business
operations policies and procedures. A copy of the University’s policies as of the date of
this printing is provided below, but the most up-to-date policies can be found on the
University Web site at http://www.vpfa.fsu.edu/policies/policies2.html - bo.
BUSINESS OFFICE
The mission of the Athletics Business Office is to provide departmental staff with
accounting, business services, and information systems support and to supply University
administrators with the financial information necessary for knowledgeable decision-making.
Accounting and business services include: budget control; financial statement preparation;
cashiering; purchasing; payroll; data entry; and travel services. The Business Office
operates under the direction of the Senior Associate Athletics Director.
POSTAL SERVICES
The Athletics Department maintains a central mailroom to handle the incoming and outgoing
distribution of all official departmental mail and parcels.
Incoming mail is picked up in the morning from the department’s postal drawer at the W.
Pensacola Street Station and returned to the mailroom for distribution. Employees are
encouraged to use this address when quick delivery is required:
Department of Athletics
P.O. Box 2195
Tallahassee, FL
32316
Outgoing mail that is official Department of Athletics business should be deposited in the
central mailroom. The Department of Athletics has its own metering machine and postage
will be affixed in this area for official department mail only. Outgoing mail will be
delivered in the afternoon at the main Post Office on Orange Avenue.
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In addition to regular postal service, all express mail and parcels should be placed in
the mailroom for pickup by the respective carrier. These are picked up in this area daily. The
proper addressing, packaging, and classifying of mail and parcels is the responsibility of the
person sending the mail.
University Postal Services is responsible for the operation of the intra-campus mail service,
which includes all mail that is sent to the University via the U.S. Postal Service. Intra-
campus mail is delivered to and picked up from the Athletics Department daily.
CASHIERING SERVICES
Updated policies for cash management can be found on the University Web site at
http://www.vpfa.fsu.edu/policies/controller/2c-1.html. All departmental employees with
cash handling responsibilities are required to sign a copy stating these policies stating they
have read and understand the policies.
The Department of Athletics has arranged through the Controller’s Office to maintain a
small petty cash fund in the Business Office. The petty cash fund is used to reimburse
Athletics personnel and athletes for small out-of-pocket purchases. Under no circumstances
can these funds be used to reimburse Athletics personnel for any type of travel cost. In all
instances a receipt must be presented before being reimbursed. Types of items reimbursed
through the Petty Cash Fund include supplies and other items as approved by the Assistant
Athletics Director for Business Operations. Guide money is processed through the Petty Cash
Fund. Preseason, post season and holiday disbursements are transferred via direct deposit or
check.
TELECOMMUNICATIONS SERVICES
Telecommunications services are available through the University’s Officeof
Information and Technology Services (ITS). The policies that govern these services can be
found online at http://its.fsu.edu/IT-Policies-Guidelines. These policies provide information on
obtaining services, descriptions of services, technical definitions, informational sources,
contacts, organizational structure, and billing procedures.
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Overview
ITS is the coordinator and provider of telecommunications transport services on and off the
University's campus. This includes, but is not limited to, all infrastructure of copper, coax
and fiber wiring within and between campus buildings, calling features, CATV, consulting
and operator services, local dial tone, directed moves, emergency telephones,
frequency coordination, outside plant, pay telephones, telephone
instrumentation, voice and video conferencing, wireless technologies, voice mail, long
distance services, paging, 2-way radio, DSL, and Access control.
Wireless Telephones Issued By The Department Of
Athletics
The Athletics Department will provide a cellular phone or personal data assistant (PDA) to
certain employees with the Athletics Director’s approval based on the individual business
needs of the employees with the operational objective of enhancing efficiency in
business communications. The long-term strategic objective is to migrate all voice
communications to cellular and to discontinue the additional cost of landline telephone
service. Additionally, the following:
1. Cellular phone is being provided as a condition of employment:
a. The cellular phone is an extension of the landline phone. The employee is
required to forward the office landline phone to the cellular phone when the
employee is away from the office for extended periods during the day and on
weekends when competition events are planned.
b. The PDA is an extension of the desk top computer. The employee is expected
to be available to receive email messages and documents as the business situation
demands as noted in (a) above.
c. The university has incorporated the emergency communication system to
text message all the university employees on their cellular phones when an
emergency situation arises.
d. The cellular phone and PDA are to be kept on the employee’s person during
the day and available after hours for business/recruiting calls and
scheduled competitive events.
e. The Athletic Department realizes that the cellular phone/PDA increases
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the efficiency of all employees by significantly increasing the ability to
communicate with all support and executive personnel at multiple sporting events
and locations via email, text messages, and voice communications in a timely
manner.
2. Excess Minutes: Summary of Athletic Department Cellular/PDA Rate Plan: The Athletics
Department plan accounts for free minutes by “pooling” minutes from each individual
plan into a single aggregate free minute pool. If the total pooled minutes are not
exceeded, then the individual employee is not charged for personal usage even if the
individual employee exceeded his/her individual plan free minutes. If the total pooled
minutes are exceeded in any month the employee will be notified to pay for the personal
calls at the excess rate.
3. Personal Use of Cell Phone:
a. Employee will review the cellular phone bill each month and notate all personal
calls. These calls will be reimbursable if the pooled minutes are exceeded.
b. Employee will also review the cellular phone bill each month for any
“unauthorized use” and immediately report such use to the Business Office for
investigation.
c. The employee and employer agree that the cellular phone and the landline phone
are for business use only, but that it is near impossible to avoid some personal
use. Employee agrees to make a sincere effort to keep personal cars at a bare
minimum on both phones.
d. Excessive personal use of the cellular phone or PDA may result in the cellular
phone no longer being provided to the employee.
e. Downloading games or other unapproved software is not permissible. If this
violation of policy occurs the employee must reimburse the university.
4. Important Tax Notice: The IRS’s current tax position is that cellular phones are “listed
property” which means that the use of a university provided cellular phone is deemed to
be 100% personal and will tax the employee on the total cost of the cellular phone service
less the cost of each individual call that has been documented as to the business purpose.
The university’s tax position on this issue is that the cellular phone is a normal operating
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business expense therefore the employee will not be taxed by the university on the cost of
the cellular phone service. If the employee prefers to be taxed on the cost of the cellular
phone service, then notify the Business Office in the Athletics Department.
5. International Roaming:
a. Employee must use a Blackberry device for international email only. Text
messages and phone calls will be the responsibility of the employee no matter the
reason for the call.
b. Allow 2 weeks for delivery of international SIM card.
c. Employee must pay for any international text messages or phone calls.
6. Equipment & Special Features:
a. Directory assistance is provided free of charge by dialing 800-373-3411. If the
employee does not use this free number for directory assistance, then the
employee will pay for the 411 service.
b. The employees must receive approval from their supervisors in order to receive or
upgrade from a cellular phone to a PDA.
c. Normal wear is acceptable however the employee will be responsible for lost or
damaged equipment. The carrier policy on damaged equipment will be followed.
d. Ear microphones will be provided to employees who feel the need for this safety
device for making or receiving calls while in their vehicles.
e. Replacement of lost equipment is the responsibility of the employee.
f. Text messaging feature must be approved by the employee’s supervisor and
supported by business need.
g. Downloads of songs, games, etc are not allowed and must be reimbursed to the
University if a cost in incurred for this activity.
7. Trouble-shooting:
a. Problems with cellular phones or PDAs should be reported to the IT Department.
12/7/09
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405 – TICKET OPERATIONS
RESPONSIBILITIES AND EXPECTATIONS
The Athletics Ticket Office is responsible for the sale and assignment of tickets to all athletic
events in which Florida State University is a host or participant. Currently, Florida State requires
tickets for home events for the following sports: football, men’s basketball, women’s basketball
and baseball. In addition to regular scheduled home events for these sports, the university may
host conference and NCAA championship events. The Athletics Ticket Office is responsible for
the sale and assignment of tickets for these events as well. The Athletics Ticket Office also
handles tickets for away events involving FSU teams or individuals.
The Athletics Ticket Office is expected to work closely with: 1.) the Athletics Marketing and
Promotions Office in the promotion and sales of tickets; 2.) the Athletics Business Office in the
deposit and accounting of all revenues from the sale of athletic tickets; 3.) the Seminole Boosters
in the awarding of ticket benefits to contributors to the Athletic Department; and 4.) the Athletics
Compliance Office in the distribution of complimentary tickets to guests of student-athletes and
prospective student-athletes.
PERSONNEL
The Athletics Ticket Office is staffed with the following personnel:
Assistant Athletic Director – Ticket Sales & Operations. This position is responsible for
the overall operation of the Ticket Office, formulation of in-house policies and procedures,
enforcement of all related regulations of the NCAA, ACC, State, University and department,
and game-day operations.
Director of Ticket Operations. This position reports to the Assistant Athletic Director –
Ticket Sales & Operations and is responsible for managing daily operations including the design
of systems to enhance customer service quality, ticket accountability, management reporting and
ticket marketing and sales opportunities. This position is responsible for the direct supervision of
all full time and part-time Ticket Office employees
Associate Director Ticket Operations (Systems). This position reports to the Director of
Ticket Operations and is responsible for coordinating the administration of the Paciolan ticketing
software system as well as all other technology-related issues. Expected to make recommendations
for improvement in systems and implement approved changes.
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Fan Service Representative (2). These positions report to the Director of Ticket Operations
and are responsible for the coordination and management of efforts to increase fan retention and
loyalty through customer service excellence and sales-focused communication with all
constituents.
Operation Specialist - Backoffice. This position reports to the Director of Ticket Operations
and coordinates backoffice ticket operations with focus on daily sales reconciliation and reporting,
management of payroll deduction program and oversight of event-related ticket operations.
Operation Specialist - Vault. This position reports to the Director of Ticket Operations and is
responsible for coordinating and maintaining internal control processes and procedures with focus
on vault operations to include all cash, tickets and records.
Customer Service Representatives (Part-Time Assistants). These positions are filled on an as-
needed basis, mostly by FSU students. They report to the Director Ticket Operations and are
responsible for delivering customer service including, but not limited to, handling mail, phone
and window orders.
TICKET PRICES
Ticket prices are determined by the Department of Athletics, subject to the approval of the
Athletics Committee. No tickets will be released without payment.
SEAT ALLOCATION AND ASSIGNMENT
POLICY
The guiding principle for seating allocation and assignment is as follows: the number of tickets
that a customer is eligible for is determined by his/her contribution to the Seminole Boosters’
annual campaign and a customer’s location is determined by his/her priority point total.
Priority Point System: All seating is handled in priority point order from the highest to the
lowest. Priority points will be awarded based on the following criteria:
A. Previous year season ticket holder: 2 points.
B. Continuous years as a season ticket holder (current year not included): 1 point for
each year (10 points maximum).
C. Current year gift to the Seminole Boosters annual campaign according to the
following scale:
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$50 to $109 2 points
$110 to $249 4 points
$250 to $374 5 points
$375 to $499 6 points
$500 to $674 7 points
$675 to $849 8 points
$850 to $999 9 points
$1000 to $1299 10 points
$1300 to $1599 11 points
$1600 to $1899 12 points
$1900 to $2199 13 points
$2200 to $2499 14 points
$2500 to $2999 15 points
$3000 to $3499 16 points
$3500 to $3999 17 points
$4000 to $4499 18 points
$4500 to $4999 19 points
$5000 to $9999 20 points
$10,000 to $19,999 25 points
$20,000 to $29,999 30 points
Each additional $10,000 over $29,999 +5 points
D. Continuous years as a Seminole Booster (annual fund) contributor (current year not
included): 1 point for each year (5 points max).
E. Total Seminole Booster (annual fund) contribution for the previous 5 years (current
year not included): see contribution scale above.
F.
Florida State University faculty or staff: 2 points.
G. FSU varsity letter winner: 2 points.
H. Lettermen: 2 points
I. Dues-paying member of the FSU Alumni Association: 2 points
J. President’s Club member: 4 points (Min $10,000 gift).
K. Student Booster Rollover: Points earned as a member of Student Seminoles Boosters
(10 points maximum)
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Priority points are sport specific. A customer’s priority point total for two different sports may
be different based on his/her purchasing history for each sport.
A. Football
1. Season Tickets
Ticket Allocation/Number: Persons will be eligible to purchase the following maximum
numbers of tickets in their priority location (subject to availability) as determined by the point
system described above, in accord with the following amounts of their current-year contributions
to Seminole Boosters, Inc. (annual fund only):
Minimum
Maximum
in Priority
Maximum in
Priority I
Donation
I & II
Section
Legacy Golden Chief
$25,000
24
16
Platinum Golden Chief
$12,000
24
16
Golden Chief
$6000
16
10
Silver Chief
$3000
10
6
Tomahawk
$1200
6
4
Warrior
$600
4
2
Renegade
$300
2
0
Brave
$135
0
0
Iron Arrow**
$60
0
0
General Public**
$0
0
0
PI = Priority Area I (Sections 9, 10, 11, 32, 33, 34)
PII = Priority Area II (Sections 8, 12, 13, 14, 29, 30, 31, 35, 36, 37)
While the $135 level booster is not guaranteed the right to renew seats in Priority I or Priority II,
they are guaranteed the right to renew two seats somewhere within the stadium.The ability to
purchase tickets over these limits is subject to the availability of tickets.
Priority Point Requirements: In addition to limits on the number of seats based on
contribution, there are minimum point requirements for Priority Area I and Priority Area II. The
minimum point requirements for the priority sections are:
2005
2006
2007
2008
2009
2010
Priority Area I
39
40
41
42
43
44
Priority Area II
28
29
30
31
32
33
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When the priority point system was updated in 2005, a grandfather provision was provided for
ticket holders already exceeding the allowance for their donor category. Those annual members
had the option of making an incremental contribution for any seats over the allowance for their
donation level (see chart below):
Per seat requirement for any Priority I seats over allowance:
East Side Rows 1-10
$200
West Side Rows 1-10
$300
East Side Rows 11-60
$300
West Side Rows 11-60
$500
East Side Rows 61-84
$200
West Side Rows 61-84
$300
Per seat requirement for any Priority II seats over allowance:
East Side Rows 1-10
$100
West Side Rows 1-10
$100
East Side Rows 11-60
$200
West Side Rows 11-60
$200
East Side Rows 61-84
$100
West Side Rows 61-84
$100
Seating Process: After the renewal deadline, all renewing season ticket holders are placed in
their previous year’s seats. All requests for seat improvements and orders for new or additional
season tickets are then reviewed in priority point order.
2. Single-Game Tickets
All single game ticket orders received by the priority deadline are assigned first in priority point
order and then on a date-received basis. Once tickets go on sale over-the-counter, they are
assigned on a first-come first-served basis.
3. Away Game / Postseason Tickets
A person’s contribution to the Seminole Boosters (annual campaign) will determine the number
of tickets they are eligible for and their priority point total will determine their location.
With regard to location, preference will be given to major contributors to the capital campaign as
designated by the Seminole Boosters. These contributors designated by a membership of HH
(Heavy Hitter) will be assigned first by priority points, and then all other orders will be assigned
by priority points and then by date received.
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B. Men’s Basketball
1. Season Tickets
Ticket Allocation/Number: Persons will be entitled to purchase the following maximum
numbers of tickets in their priority location (subject to availability) as determined by the point
system described above, in accord with the following amounts of their current-year contributions
to Seminole Boosters, Inc. (annual fund only):
Maximum
Maximum
Minimum
Priority
in Priority I
Donation
Tickets
Sections
$6000
12 tickets
6
$3000
10 tickets
4
$1200
8 tickets
4
$600
6 tickets
2
$300
4 tickets
0
PI = Priority Area I (Sections A1, B1, C1, N1, P1, Q1, A2, C2, N2, Q2)
PII = Priority Area II (Sections D1, E1, L1, M1, R1, S1, Y1, Z1, D2, E2, L2, M2, R2, S2, Y2,
Z2, A4, B4)
The ability to purchase tickets over these limits is subject to the availability of tickets.
Seating Process: After the renewal deadline, all renewing season ticket holders are placed in
their previous year’s seats. All requests for seat improvements and orders for new or additional
season tickets are then reviewed in priority point order.
2. Single-Game Tickets
All single game tickets are sold on a first-come first-served basis.
3. Away Game Tickets
Tickets are usually not available for away games. The ACC provides for the exchange of 75
tickets for men’s basketball games. These tickets are allocated between the basketball team and
staff, the Seminole Boosters, the President’s Office and the Director of Athletics.
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4. Postseason Tickets
A person’s contribution to the Seminole Boosters (annual campaign) will determine the number
of tickets they are eligible for and their priority point total will determine their location.
With regard to location, preference will be given to major contributors to the capital campaign as
designated by the Seminole Boosters. These contributors designated by a membership of HH
(Heavy Hitter) will be assigned first by priority points, and then all other orders will be assigned
by priority points and then by date received. The list of contributors on the HH list will be
reviewed annually.
C. Women’s Basketball
Currently all seating for women’s basketball games is general admission (not reserved seats).
D. Baseball
1. Season Tickets
Seating Process: After the renewal deadline, all renewing season ticket holders are placed in
their previous year’s seats. All requests for seat improvements and orders for new or additional
season tickets are then reviewed in priority point order.
2. Single-Game Tickets
The reserved seat grandstands are usually sold out on a season ticket basis and the only single-
game tickets available are general admission seats located in the bleachers. These tickets are
sold on a first-come first-served basis the week of each home game.
E. Seating Policies for All Sports
Presidential Prerogative: All other provisions of this rule notwithstanding, the University
President shall have the authority, in his sole discretion, to direct that any person be entitled to
purchase or receive gratis season tickets or single-event tickets in the location and number
designated by him with regard to any program or event involving the Department of
Intercollegiate Athletics whenever he deems such action to be warranted by the contribution to
the University or its direct support organizations by such person whether in money, in kind, in
service, or in support, and whenever he deems such action to be in the best interest of the
University.
290
Athletics Department/Booster Waiver: The President of Seminole Boosters and the Director
of Athletics can waive the policy for any assignment of tickets provided that in their collective
view, it is in the best interest of the Athletics Program. The waiver will be limited to “Donors in
Transition” who are contributing at sufficient minimum levels to qualify for the desired seats but,
because of the point requirement, do not qualify. A list of those waivers must be approved by
the University President.
Rule of 85: If an individual has had tickets for 20 or more years and is 65 years or older or
disabled and on a fixed income insufficient to make the required contribution for the priority area
in which their seats are located, the policy may be waived for up to 4 seats. This waiver is for
the donor and his/her spouse and cannot be transferred to their children. As a consideration for
the waiver, the donor is expected to give to the limits of his/her ability and must request the
waiver in writing.
Rule of 4: When assigning season tickets, first consideration will be given to those with season
tickets outside their priority area. These donors will be allowed to purchase up to four season
tickets (six for Golden Chiefs and eight for Platinum Golden Chiefs) in the priority area before
ticket holders who already have four seats in the priority area may add additional seats. For
example, a customer who already has four seats in Priority I, but qualifies for 6 cannot be
considered for two more tickets in Priority I until other qualifying customers with no seats in
Priority I have the opportunity to get 4 seats in Priority I. This limit of 4 is increased to 8 for
Double Golden Chiefs ($12,000) and 6 for Golden Chiefs ($6000).
Transfer of Tickets and/or Points: Tickets and/or points are transferable only in the following
three cases:
1. Death: Upon the death of an individual in whose name priority points and ticket seat
locations have been assigned, the rights to those points and location shall pass to the
immediate family under the terms of the will or the laws of the State of Florida, but in
any event not beyond the immediate family (spouse, children).
2. Divorce: In the event of divorce proceedings, the priority points and the assignment of
seat location shall be to the person in whose name the ticket account is listed. When the
divorce has been finalized, the priority points will be dispensed according to the terms of
the settlement. Whether current seat location continues to apply will be dependent upon
the actual transfer of points to the individuals involved.
3. Sale of Business, Dissolution of Corporation, One Owner Business: When priority
points and ticket seat locations are listed in a company or business name, points and seat
291
locations will be reassigned according to the terms of the sales contract agreement or by
action of the owner prior to the sale or dissolution. Whether current seat location
continues to apply will be dependent upon the actual distribution of points among those
individuals involved in the sale or dissolution. Written notice to the Athletics Ticket
Manager prior to the sale or dissolution is required.
COMPLIMENTARY TICKET POLICY
The following guidelines shall be observed in distributing complimentary tickets, invitations and
guest admissions to attend any University public event that is subject to an admission fee or
charge.
A. General:
1. The number of complimentary tickets and invitations to be issued for each event should
be determined sufficiently in advance of the event to permit necessary planning and
preparations for the event. In no case should the number of complimentary tickets and
invitations reduce the potential gate or box office receipts below the amount necessary to
enable the event to be conducted within the applicable operating budget or to enable the
University to meet the expenses associated with the event.
2. The Office of the President reserves the right to issue specific directives in this matter
regarding any given event.
3. All University officials should cooperate with the Vice President for University Relations
and be responsive to his/her suggestions, recommendations and requests regarding the
effect on University goodwill and public and institutional relations.
4. The budget account manager for each University unit conducting an event should include
in the records and reports pertaining to that event information reflecting the number of
complimentary tickets and invitations issued.
B. Department of Athletics
1. The Director of Athletics has the authority and discretion to regulate the issuance of
complimentary tickets and invitations to athletic contests and other events conducted by
the Department of Athletics. It is provided, however, that such authority and discretion
should be exercised in accordance with the general provisions of these guidelines.
292
2. The authority of the Director of Athletics with regard to complimentary tickets is further
subject to the prerogative of the President as set forth in Rule 6C2-6.0035(7), F.A.C.
3. The Director of Athletics may establish additional supplementary written guidelines. If
he or she elects to establish supplementary guidelines, a copy thereof should be filed with
the Office of the President.
4. The Director of Athletics may sub-delegate this authority to the Athletics Ticket
Manager. If he/she receives such sub-delegation, he/she should exercise direct
supervision over the issuance of complimentary tickets and invitations subject to the
supplementary guidelines, if any, and specific oral or written directives or instructions
from the Director of Athletics or the Office of the President.
C. Authorized Complimentary Ticket Recipients
The following are authorized to receive complimentary tickets as indicated:
FB
MBK
WBK
BB
Head Football Coach
20
2
2
0
Full-Time Assistant Football Coaches
4
2
2
0
Head Men’s Basketball Coach
8
22
2
0
Full-Time Assistant Men’s Basketball Coaches
2
4
2
0
Head Women’s Basketball Coach
4
4
20
0
Full-Time Assistant Women’s Basketball Coaches
2
2
4
0
Head Baseball Coach
2
2
2
12
Full-Time Assistant Baseball Coaches
2
2
2
4
Graduate Assistants – Football
2
0
0
0
Graduate Assistants – Men’s Basketball
0
2
0
0
Graduate Assistants – Women’s Basketball
0
0
2
0
Graduate Assistants – Baseball
0
0
0
2
Other Head Coaches
2
2
2
0
Other Assistant Coaches
2
2
2
0
Director of Athletics
8
4
4
4
Deputy Athletics Directors
4
4
4
0
Senior Associate Athletics Directors
4
4
4
0
Associate Athletics Directors
4
4
4
0
Assistant Athletics Directors
4
4
4
0
Athletics Ticket Manager
4
4
4
0
Compliance Director
4
4
4
0
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Assistant Business Managers
4
4
4
0
Assistant Ticket Managers
4
4
4
0
Equipment Manager – Football
4
2
2
0
Equipment Manager – Basketball
2
2
2
0
Equipment Manager – Baseball
2
2
2
2
Full-Time Staff (A&P and USPS)
2
2
2
0
OPS Employees (when approved by AD)
2
2
2
0
Retired Athletics Staff (when approved by AD)
2
2
2
0
Chairman of Athletics Committee
2
2
2
0
Courtesy Car Program Donors (per car)
4
2
2
0
Seminole Booster Office
14
14
0
0
Out-of-Town Trip Guest
1
1
1
1
The complimentary ticket allotments above apply to home games only. When issuing tickets for
home games the athletics department is only foregoing “potential revenue” if the tickets could
have been sold to the general public. Home game complimentary tickets picked up by an
employee on a season-ticket basis are a taxable fringe benefit. Tickets distributed to employees
on a per-game basis are not taxable.
For away games there is an actual expense to the department since the department must pay the
visiting team for all tickets over the complimentary ticket allotment provided for in the game
contract. For this reason complimentary tickets will be issued to “working staff” who are
making the trip for a specific business reason. Working staff would be allowed to receive comp
tickets up the limits listed above based on availability. Away game complimentary tickets
provided to working staff are a working condition fringe benefit that is not taxable.
The Director of Athletics may authorize complimentary tickets to be issued to others for public
relations and other reasons that would be beneficial to the Department of Athletics.
All advertising, trade and contractual complimentary tickets will be handled as zero valued
tickets and the Ticket Office must have a copy of the signed contract authorizing the comp
tickets before the complimentary tickets will be released.
Tickets issued to authorized staff will be handled as zero valued tickets and the Ticket Office
will maintain records of all complimentary tickets issued to staff.
University direct service organizations, such as, the Seminole Boosters, Alumni Association and
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other departments within the University must pay for any tickets issued to them.
D. Player Guests, Prospective Student-Athletes and High School Coaches
All complimentary tickets and invitations to student-athletes, coaches and staff, prospective
student-athletes and high school coaches and Athletics Directors should be issued in strict
compliance with the National Collegiate Athletic Association and all applicable conference rules
and regulations.
STUDENT TICKETS
A. Football
A minimum of 16,000 tickets will be held in Doak Campbell Stadium for FSU students. These
will be distributed on a single-game basis and the seating for these seats will be general
admission. The entire student allotment is located in the northeast corner of Doak Campbell
stadium and is comprised of sections 40, 41, 1, 2, 3, 4, 5, 6 and 7.
Single-game Student Ticket Process
The entire registration process and awarding of tickets will take place through an online student
ticketing system.
The process has 3 steps with the possibility of 4
th
step IF student tickets remain after the initial
registration process.
Step 1-Ticket Registration Period
•
Students will have a 3-day registration period to register for a ticket to each home game.
During the registration period, being the first student to register or being the last
student to register will not affect your chances of being awarded a ticket.
•
The registration period will be from 6 pm Tuesday the week before the game until 6 pm
Friday the week before the game.
•
Eligible students will have the opportunity to request 1 student ticket.
•
Students will also have the opportunity to request to purchase up to 2 guest tickets during
the registration process (except for the Miami and Florida games). Credit card payment
information must be entered during the registration process and the student’s credit card
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will be charged at that time. If the student does not receive the guest ticket(s) they
requested they will be refunded after the fact.
•
During the registration process students will have to choose from one of two delivery
methods:
Print-At-Home tickets will be e-mailed to the student to be printed out at their
convenience. There will be a $2 charge for the Print-At-Home delivery method.
The student’s credit card will be charged the $2 Print-At-Home during the registration
process. If due to demand the student does not receive a student ticket they will be
refunded after the fact.
Will Call tickets must be picked up in-person at the Student Ticket Office located at
Dick Howser Baseball Stadium on the Wednesday and Thursday prior to the game.
Step 2- Notification and lottery (if necessary)
•
Following the registration period, if the number of tickets requested is fewer than the
number of available tickets, all registered students will be awarded a ticket.
•
Emails will be sent to all registered students notifying them that they will be receiving
tickets for the game.
Or
•
If the number of tickets requested is more than the number of available tickets, a
weighted lottery will be conducted to determine which students will be awarded tickets.
•
Emails will be sent to all registered students notifying them that a lottery will have to be
conducted for that game.
•
The Seminole Ticket Office will conduct the weighted lottery.
•
Each student will have entries in the lottery equal to the number of lottery points they
have:
Seniors/Grads-4 points
Juniors-3 points
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Sophomores-2 points
Freshmen-1 point
Seminole Student Booster members-2 additional points.
•
Following the lottery, emails will be sent to all students registered for the game to notify
them if they will be awarded a ticket or not.
•
The ticket office will assign general admission seats for all eligible students awarded a
ticket.
•
The ticket office will refund the credit cards of any students not receiving tickets
Step 3-Ticket delivery
•
Those students who selected the Print-At-Home delivery method will have their tickets
emailed to them by 5pm, Tuesday the week of the game.
•
Those students who selected the Will Call pickup delivery method will have to pick
tickets up at the Student Ticket Office located at Dick Howser Baseball Stadium. Will
Call pickup hours will be on Wednesday and Thursday the week of the game from 9am-
5pm. These students will need their own FSU ID to pick up tickets. Each student must
pickup their own ticket.
Step 4- On Demand Order Period (if tickets remain)
•
If tickets remain following the registration period, those students not yet registered will
have the opportunity to claim a student ticket on a first-come first-served basis beginning
Tuesday at 5pm ONLINE ONLY. Students will be required to sign-in to their account
and the only delivery method option will be Print-At-Home with the $2 charge.
4. Sale of Student Tickets to General Public
If tickets from the student football ticket allotment remain at the end of business on the
Wednesday of each home game, the Ticket Office may make the remaining tickets available for
purchase by the general public. The public sale of the remaining student allotment may begin on
the internet after 5 p.m. on Wednesday evening of the week of the game, and would continue
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until the supply of tickets is exhausted. If student tickets are made available for the general
public, students are still permitted to redeem coupons for tickets for as long as tickets remain.
B. Men’s Basketball
Student tickets will be distributed at the Student Ticket Office on the day before, and the day of,
each home game. If the game is on a weekend, tickets are distributed on Thursday and Friday at
the Student Ticket Office. Students may also obtain student tickets online and print them out at
home if they agree to pay a $1.00 print-at-home fee for each game. In addition to advance
distribution of student tickets, tickets that remain on the night of the game will be made available
to students at the Tallahassee Leon County Civic Center. All student tickets are general
admission seating.
C. Women’s Basketball
Students can present their FSU Card at the Tallahassee Leon County Civic Center for
admittance. All seating for women's basketball is general admission seating.
D. Baseball
Students can present their FSU Card at the student gate at Dick Howser Stadium for admittance.
All student seating for baseball is general admission seating in the bleachers.
TICKET OFFICE PROCEDURES
A. Receipt of Tickets
All tickets, passes, coupons, etc., that are accountable for entry into an athletic event will
immediately be taken to the ticket vault for storage. The vault supervisor is responsible for
counting the tickets, verifying the count to the manifest received or the charge form from the
opposing school.
The deadwood will be counted after each event and stored in the appropriate safe. Deadwood
should be inventoried, recorded and audited by auditors prior to shredding. These records must
be retained until authorized for destruction by auditors or by University policies.
B. Issuance of Tickets
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Ticket Office personnel will issue tickets only after accounting for the tickets in one of the
following ways:
1. Verifying receipt of payment in full.
2. Recording consignment on a numbered check-out sheet.
3. Receiving a signature on a numbered complimentary ticket sheet.
4. Receiving a signature on a player passgate, recruit or high school coaches
complimentary ticket sheet.
C. Recording of Transactions
All ticket transactions will be accounted for in the Athletics Ticket Office computer system.
Recording all transactions in the computer system will allow up-to-date reports on sales to be run
at any time.
D. Cash Handling
The Athletics Ticket Office will ensure that it follows all Florida State University cash handling
guidelines. 9/11
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406 – PROPERTY MANAGEMENT
UNIVERSITY POLICIES
The Department of Athletics, as an auxiliary department within Florida State University,
will perform property management as specified in the University’s policies and procedures
manual. A copy of the University’s policies can be found on the University Web site
at http://www.vpfa.fsu.edu/policies/controller/2e-1.html - 1.01.
OVERSIGHT
The Associate Athletics Director for Finance and Administration will be appointed as the
Athletics Department’s Property Budget Account Manager. The Associate Athletics
Director for Facilities Planning, Operations and Event Management will be appointed
as the Property Manager and will provide oversight for Athletics Department’s property
management. Each of these individuals will familiarize themselves with their duties and
responsibilities as specified in the University’s and the Department’s policy and procedures
manuals.
PROCEDURES
The Property Manager, or his/her designated representative, will be responsible for preparing
and processing all property management documentation required by the University
policy and procedures manual. He/she will appoint a Property Custodian and Inventory
Taker from his/her staff. Further, head coaches and staff section heads are the Property
Custodians for all property assigned to their budget. As the Property Custodian, he/she
will be responsible for the proper day-to-day custody and care of the assigned property by
both staff and student athletes. Head coaches and staff section heads may appoint a staff
member to perform all property related activities, to include the annual inventory, for
their respective sport or staff section. Each of these individuals will familiarize
themselves with the University’s and the department’s policy and procedures manual.
Once each fiscal year the Athletics Department is required to perform an inventory of
major accountable property and attractive items. Head coaches and staff section heads, or
their designated representative, will actively participate in this process by escorting the
Inventory Taker during the annual inventory.
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Further, as Property Custodian the head coach or staff section head or his/her
designated representative is responsible for notifying the Property Manager of any change
in the status of major accountable property and attractive items to include:
a. change in location
b. damage, theft or disappearance
c. cannibalization (requires prior approval from Property Records)
d. transfer to property surplus
e. internal and external budget account transfers
f. removal and use of property off campus
g. trade-in of equipment (requires prior approval from Purchasing & Contracting)
7/13
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407 – STUDENT ATHLETIC FEES
The Board of Trustees shall set University tuition and fees. When duly established, separate
activity and service, health, and athletic fees shall be collected as component parts of tuition and
fees and shall be retained by the University and paid into the separate activity and service, health,
and athletic funds. The sum of the activity and service, health, and athletic fees a student is
required to pay to register for a course shall not exceed 40 percent of the tuition established in
law or in the General Appropriations Act. Within the 40 percent cap, the University may not
increase the aggregate sum of activity and service, health, and athletic fees more than 5 percent
per year unless specifically authorized in law or in the General Appropriations Act.
The Board of Trustees shall establish a separate athletic fee on the main campus, and may also
establish a separate athletic fee on any branch campus or center. Any subsequent increase in the
athletic fee must be recommended by an athletic fee committee, at least one-half of whom are
students appointed by the student body president. The remainder of the committee shall be
appointed by the University president. A chairperson, appointed jointly by the University
president and the student body president, shall vote only in the case of a tie. The
recommendations of the committee shall take effect only after approval by the University
president, after consultation with the student body president, with final approval by the
University Board of Trustees. An increase in the athletic fee may occur only once each fiscal
year and must be implemented beginning with the fall term. The State Board of Education is
responsible for promulgating the rules and timetables necessary to implement this fee.
(Florida Statutes 1009.24)
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Graduate
Assistant Policies & Procedures
Florida
State University
Department
of Intercollegiate Athletics
Graduate Assistant Policies & Procedures
DEFINITION
•
Students admitted to graduate school at FSU and attending as a full-time student.
•
Appointed by supervisor for a period of one academic year, including summer school (with supervisor
approval; maximum of two summers).
•
Appointment is renewable for one year, for a maximum of two years (with limited exceptions).
DUTIES
•
To be determined by supervisor.
•
May not include coaching duties except where permitted by NCAA rules (i.e., 2 football graduate assistant
coaches).
•
Job description written by supervisor and kept on file with sport/department oversight and in Compliance
Office and updated annually.
AWARD
•
Up to the cost of a full in-state grant-in-aid (tuition & fees, room & board, books).
•
Must be enrolled in 9 credit hours (full-time) per semester during the academic year. May not be enrolled
in less than 9 credits. GA is responsible for paying any credits above 9. Summer enrollment is limited to a
maximum of 6 credit hours.
•
Award may be split among several GAs, but may not exceed allotment for a given sport/department.
•
Award to be paid exclusively through scholarship budget. OPS money may not be provided to a GA during
any term of enrollment; however OPS money, which is administered through Human Resources, may be
used when GA is not enrolled.
•
Total compensation cannot exceed the value of a full in-state grant-in-aid, as determined by Financial Aid
Office.
PROCEDURE
•
Supervisor completes “Graduate Assistant Appointment” form.
•
Form must have resume of prospective GA attached.
•
Form includes signature of immediate supervisor and appropriate sport/department oversight.
•
Completed form forwarded to Compliance for approval/denial.
•
Executed agreement sent to Office of Financial Aid for awarding.
•
OFA prepares “Graduate Assistant Financial Agreement” which is emailed to each student.
•
Agreement includes detail of the award and outlines key NCAA legislation.
•
This letter will be signed by the GA as a confirmation of understanding and will be kept on file in the
Compliance Office.
•
Student is responsible for printing and obtaining signatures and returning to the Compliance Office.
•
Scholarship awarding will not take place until the signed Agreement has been received in the Office of
Financial Aid.
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Student Manager Policies & Procedures
Florida
State University
Department
of Intercollegiate Athletics
Student Manager Policies & Procedures
DEFINITION
•
Undergraduate student attending FSU as a full-time student.
•
Appointed by supervisor for a period of one academic year.
•
Appointment is renewable for one year, for a maximum of four years.
DUTIES
•
To be determined by supervisor but must include traditional managerial duties (i.e., filling water bottles,
practice/game setup and cleanup, etc.).
•
May not include coaching duties.
•
Job description kept on file with immediate supervisor and in Compliance Office and updated annually.
AWARD
•
Up to the cost of a full grant-in-aid (tuition & fees, room & board, books).
•
Maximum of 15 credit hours per semester.
•
Award may be split among several managers, but may not exceed allotment for a given sport/department.
•
Award to be paid exclusively through scholarship budget. OPS money may not be provided to a student
manager during any term of enrollment; however OPS money, which is administered through Human
Resources, may be used when the student is not enrolled (i.e., Winter Break or Summer).
•
Total compensation cannot exceed the value of a full grant-in-aid, as determined by the Financial Aid
Office.
PROCEDURE
•
Supervisor completes “Student Manager Appointment” form.
•
Form includes signature of immediate supervisor and appropriate sport/department oversight.
•
Completed form forwarded to Compliance for approval/denial.
•
Compliance will forward to Office of Financial Aid for processing.
•
Office of Financial Aid will prepare “Student Manager Agreement” which outlines award.
o Also includes statement concerning duties and expectations of student manager (i.e., gambling
prohibition, agent warning, etc.).
o This award is forwarded directly to the student manager via email.
o Agreement signed by prospective student manager and supervisor.
o Executed agreement sent to Financial Aid Office for awarding.
o Student’s award will not be processed until the executed agreement is received in the Financial
Aid Office.
•
If denied, the form will be returned to the immediate supervisor and sport oversight and will include a
written reason for denial.
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CHAPTER
500
DAY-TO-DAY
OPERATIONS
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501 – INFORMATION TECHNOLOGY
UNIVERSITY POLICIES
FSU Athletics operates under the guidelines specified by the University’s information technology
policies and procedures. The most up-to-date policies can be found on the University Web site at
http://policies.vpfa.fsu.edu/policies2.html#tech.
PERSONNEL
The Athletics Office of Information Technology (IT) is staffed by a Director of Information
Technology, two Technical Support Analysts, and one OPS Computer Support Technician (0.5
FTE). Other IT duties, as defined by the University, are performed by personnel in separate
offices, including property control in Facilities & Event Management, Video services by the Video
Productions Office, and Digital Media in Sports Information. Oversight comes from the Associate
Athletics Director /Chief Financial Officer.
HARDWARE/SOFTWARE PURCHASES
All hardware and software purchases made by or on behalf of the Department of Athletics shall be
in compliance with University and departmental standards. To ensure compliance with such
standards, any hardware/software needed for specific purposes such as ticketing, compliance, and
accounting is to be approved by the Director of Information Technology in the Department of
Athletics.
SYSTEMS SUPPORT
The Director of Information Technology will coordinate systems support for the Department of
Athletics. The Athletics Office of Information Technology will be responsible for diagnostics, as
well as maintenance of departmental systems. Network Support is provided by Information
Technology Services (ITS).
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COMPUTER AND NETWORK USAGE
All uses of Athletics and University IT resources are subject to applicable rules, policies and
procedures of the University and/or governing boards as well as Florida Statutes governing
computer fraud, misuse of state equipment resources, public information, and related criminal
offenses.
Appropriate business use of IT resources includes instruction, research, and the official work of the
offices, departments, recognized student and campus organizations, and other agencies of the
University. Priority for resources may be granted to certain users or certain groups of users in
support of the University's mission.
PEER-TO-PEER FILE SHARING SERVICES
Use of peer-to-peer file sharing services (i.e. Kazaa, Napster, Morpheus, Gnutella, Aimster and
DCC) is strictly prohibited. The usage of these programs consumes a large amount of bandwidth,
restricting the amount available for legitimate academic and professional purposes.
REGISTRATION OF NETWORK DEVICES
In compliance with University policies, all computer systems used within the Athletics department
must be registered (via Physical MAC address) prior to being used on the network. This includes
all network printers. No personal computers can be plugged into the Athletics network.
FSUID/SERVER SECURITY
In compliance with University policies, all users must have an FSUID in order to access the
shared file services housed at Innovation Park used by the Department of Athletics. All
access to the shared files services must be requested by a department head and approved by the
Athletics Office of Information Technology.
CONSISTENT 5 YEAR REFRESH CYCLE
The IT unit recommends refreshing all computers in the department on a five year basis. This will
keep performance and productivity uninterrupted due to age of systems throughout the department
and is in compliance with standard technology practices. IT recommends that twenty percent of a
unit’s computers should be budgeted to be refreshed per year, which will space out the
replacements to reduce budget impact and ensure that we are proactively replacing computers at the
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end of their useful life. The IT unit will also work with the individual departments to (1) upgrade
and repair computers or, (2) replace computers on a case by case basis.
COMPUTER PROPERTY ACCOUNTING
The Athletics Department currently has a property manager assigned in facilities who accounts for
all assets in Athletics. The Department also has property custodians designated in every unit within
the Department that report to the property manager. The property manager can supply the list of
property custodians and can be located in Athletics Facilities. The custodians are responsible
for the placement and accountability of the property in their unit, and the property manager for the
Athletics Department does an annual scan of all tagged equipment in the entire Department.
All computers and tablets, regardless of cost, will have an FSU barcode. All computers and tablets
are scanned, tagged, and audited annually.
RECOVERY OF EQUIPMENT UPON EMPLOYEE SEPARATION
The property custodian for a particular unit is responsible for the recovery and accounting of
computer resources within their unit.
Once the supervisor/human resources representative is notified of an impending separation, both
the property manager and IT unit will be notified by Human Resources as part of the separation
checklist. This allows the IT staff to conduct a pre-separation archive of all data on the computer
equipment being used and allows the property manager to do a survey of equipment belonging to
that employee for proper accountability. Archived data is stored for a minimum of six months.
The property manager will notify the property custodian of the termination at the appropriate time.
Once separation occurs, the IT staff updates their archive and refreshes the system for the new
employee, while the property custodian ensures that the equipment has been returned properly. In
addition, equipment should be returned and coordinated with the property custodian by 5pm on the
last working day in the office; otherwise the final paycheck will not be processed by Human
Resources.
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SITE LICENSES
Software site licenses fall into two categories within the Athletic department: (1) software for the
entire department to use (2) specialized software for individual units to use
Software for the entire department, including base install software such as office software, virus
protection, operating system, are covered by the Microsoft Campus Agreement and is paid when
new computers are purchased. The software license compliance is audited annually to ensure
adequate licenses have been purchased.
Specialized software for individual units include recruiting software, training software, video
software (XoS/DragonFly), etc and is often provided by a third party vendor. These licenses are
coordinated via the third party and all new software must be pre-approved by IT which will also
determine the number of required licenses.
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502 – SCHEDULING
In constructing schedules, the primary aim is to arrange schedules for each sport which will
provide the most equitable competition possible within the framework of respective sports'
budgets and consistent with the philosophy and objectives of Florida State University, the
Atlantic Coast Conference and the NCAA.
It is the responsibility of the head coach of each sport, working with the appropriate
administrator supervising that sport, to prepare a tentative schedule for approval.
CONSTRUCTION OF SCHEDULE
The following factors need to be considered in building schedules:
(a) Minimizing student-athlete conflicts with classes and final exams
(b) Competitiveness
(c) Recruiting
(d) Budget
(e) Regional and National Competition
DEPARTMENTAL PROCEDURE
(a)
Coach creates tentative schedule.
(b)
Compliance approves schedule.
(c)
Facilities approves schedule.
(d)
Direct sport oversight approves schedule.
(e)
Respective Executive staff approves schedule.
(Executive staff
and SID to
determine release date)
(f) Assistant to the Deputy Director of Athletics creates all game contracts.
*If schedule changes, repeat steps (a) through (d) above. Assistant to the Deputy
Director of Athletics notifies appropriate parties of changes.
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SUNDAY COMPETITION
Games played on Sunday should not begin prior to 1:00 pm. Should there be an occasion to play
prior to this, it must be approved in advance by the sport oversight individual.
GAME OFFICIALS
Game officials are to be secured by individual coaches with the assistance of the appropriate
conference supervisor when necessary.
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503 – ATHLETIC EQUIPMENT
Mission Statement
The goal of the athletic equipment staff is to provide safe, high quality athletic equipment and
apparel to the student-athlete and staff of the Florida State Athletic Department. Operating under
guidelines established by the NCAA, the Atlantic Coast Conference and Florida State University,
athletic equipment staff members seek to enhance the lives of the student-athlete by providing a
positive environment both on the field and in the equipment room.
General Procedures
All sports within the Florida State University Athletics Department operate under the basic
guidelines set forth in this Policy and Procedure Manual. However, some sports are more “labor
intensive” from an athletic equipment standpoint than others. As a result, equipment procedures
vary from team to team based upon the needs of each team.
The Equipment Managers for the sports of football, baseball and basketball, as well the Director of
Olympic sports will report to the Sr. Associate Athletics Director. The Equipment Mangers or
assigned equipment staff for track, tennis, golf, volleyball, softball, and swimming/diving programs
will report directly to the Director of Olympic sports. Each sport Equipment Manger will work
closely with sport coaching staff to ensure the needs of the team are met.
Equipment Rooms
The Department operates six (6) equipment rooms:
1. Moore Athletic Center- dedicated to the distribution of equipment used for football
program.
2. Basketball Training Center- serves the sports of men’s and women’s basketball
3. Howser Stadium- which serves the sport of baseball
4. Stiles-Smith Field house- serves the sports of softball and soccer.
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5. Mike Long Track- serves the sports of Track and Cross Country.
6. Tully Gym- serves the sports of Volleyball, Swimming/Diving, and Tennis.
Equipment Rooms operate according to each sport’s training, practice and competition schedules.
Equipment Room personnel provide extended practice and event coverage as necessary.
These Equipment Room staff provides the following services:
• Issuance and fitting of student-athletes with equipment needs
• Repair and maintenance of equipment to meet safety measures
• Issuance and maintenance of all game equipment.
• Setting up practice drills for designated sports
• Laundry service
• Maintenance and update of athletic equipment inventory
Equipment Purchasing Procedure
All athletic equipment purchases or through trade agreement with NIKE, should be procured
through the team designated Equipment Manager. Operating within the parameters, the Equipment
Manger will be able to assist in the maintenance of institutional control as it is related to the
NCAA, Atlantic Coast Conference and the Athletic Department rules.
The procedures for purchasing athletic equipment are as follows:
1. The equipment manager will work in conjunction with the Head Coach to determine
specific equipment needs for the upcoming season. At this time it will be determined
what equipment will be purchased and what will be provided as per any existing
contracts (e.g., NIKE).
2. The Equipment Manager for each sport is responsible for coordinating all purchases for
their sport in accordance with all University purchasing policies
3. Procurement of items will be handled by the Equipment Manager through preferred
vendor contacts. Any items that must be purchased must be approved by the
department.
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4. The Business Office, upon approval of the purchase order request will send a copy to
the appropriate department.
5. The Equipment manager will receive all incoming orders to verify correct qualities and
specifications
Nike Ordering Process
Equipment Managers are responsible for ordering all athletic equipment from NIKE under the
direction and guidelines of each Head Coach. Each sport is assigned a dollar allocation to acquire
NIKE products at wholesale cost. All NIKE orders are submitted approximately eight (8) months
in advance of a June 1
st
delivery. Fill in orders are ordered as needed.
All athletic equipment purchased and issued to the student-athlete by Equipment Staff will be
added to the current inventory and maintained.
1. Records are kept of equipment issued to the student-athlete by Equipment staff in ACS
database.
2. All new equipment is accounted for and marked upon arrival in ACS database.
3. Records are kept on each player for sizing and lost equipment
4. Total inventory will be completed once a year to re-order for the next season
Issuance and Retrieval of Athletic Equipment
Prior to each sport season, all student-athletes receive a locker assignment and are fit for their
equipment. Student-athletes are eligible to receive equipment when they have completed the
following:
1. Academic clearance from the Compliance Office.
2. Medical clearance from the Athletic Trainer.
3. Student-athlete has rectified any outstanding equipment holds with a coach or
Equipment Manager.
4. Approval of the Head Coach.
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As stated in NCAA Bylaw 16, no student-athlete may receive athletic equipment or apparel from a
manufacturer or manufacturer’s representative. Student-athletes may only receive equipment
through the equipment staff. In addition, student-athletes are not permitted to receive equipment
through a staff member’s individual endorsee contract.
Student-athletes are responsible for all athletic equipment and apparel issued to them.
Per NCAA interpretations, apparel items that are not reusable by other team members in
subsequent seasons (subject to the discretion of the institution) could be considered the property of
the involved student-athlete. In consultation with the review of the NCAA Interpretations
Committee, the legislative services staff determined that although shoes are considered equipment
under NCAA legislation, a student-athlete is permitted to retain such items if they are no longer
reusable at the end of the institution’s playing season. Further, a student-athlete is permitted to
retain only those warm up uniforms that were issued and utilized for actual practice and travel.
These interpretations have been reviewed with the Florida State University Department of Athletics
Equipment Managers.
The Equipment Managers in conjunction with the Compliance Office have determined which items
student-athletes may retain at the end of each academic year. The items that may be retained by the
student-athletes are labeled perishable and items that must be returned are labeled non-perishable
goods. These non-perishable goods must be turned in within 10 days of last competition.
Policy on Team Game Jerseys/Uniforms/Apparel/Equipment
All team game jerseys/uniforms/apparel/equipment are the property of Florida State University.
Team jerseys/uniforms/apparel/equipment is considered anything purchased through Florida State
University funds or obtained through the contract with Florida State and NIKE. Sports teams may
not sell or auction team jerseys/uniforms/apparel/equipment, for profit to go to an individual sports
restricted account. The Athletics Department may sell/auction surplus team uniforms/equipment
on the Athletic Department website, Seminoles.com. All funds will go into the general athletics
budget to support all departments and sports programs. 10/16/2012
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504 – FACILITIES OPERATIONS
UNIVERSITY POLICIES
The Department of Athletics, as an auxiliary department within Florida State University, will
conduct facilities operations as specified in the University’s policies and procedures manual. A
copy of the University’s facilities operations policies can be found on the University Web site at
http://www.vpfa.fsu.edu/policies/policies2.html - fsu.
GENERAL
Department of Athletics facilities scheduling, repairs and maintenance are the responsibility of
the Facilities and Event Management staff section.
REPAIRS AND MAINTENANCE
All Athletics Department facilities and fields are maintained either by department facilities and
maintenance staff or by the University Facilities Operations and Maintenance (FO&M)
and Grounds Departments. Sports or staff sections needing repairs and/or maintenance
support will process all requests through the Athletics Department facilities staff.
SCHEDULING
Coaches and staff should submit requests in writing for use of any of the Athletics facilities
through the Assistant Athletic Director for Facilities (currently Laurie Swiger, [email protected],
850-644-2547). It is imperative that the coaches meet the established deadlines for requesting
practices, camps and clinic time. There is a priority order for each venue and after the deadline the
facility becomes available to other requestors (still based on priority order).
All outside user requests must be submitted in writing to our “outside use committee”. A request
form can be obtained by e-mailing the current committee chair (Rob Wilson [email protected]) or
current Assistant Athletic Director for Facilities (Laurie Swiger). If the facility is available at the
requested time the committee will render a decision based on information available at the time that
could impact the department and University.
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LIGHTNING SAFETY GUIDELINES
FSU Athletics is responsible for implementing policies and procedures to protect athletes,
coaches, support staff and spectators during practice and during home athletic competitions.
Personal safety should not be compromised under any circumstances and staff will always err on
the side of caution when making decisions regarding safety during severe weather.
It is imperative that all FSU Athletic Department personnel become familiar with the attached
ACC memorandum pertaining to competitive safeguards and medical aspects of sports pertaining
to lightning safety. To assist you in this important task, the following standard operating
instructions are provided for FSU Athletics Department staff, in particular sport medicine and
event management staff, on those occasions when lightning weather hazards exist.
ƒ Practice: During practice, the Sports Medicine athletic trainer is responsible for making
decisions pertaining to lightning weather hazards as specified in Enclosure 1.
ƒ Home Events:
o When there is a threat of hazardous weather on an event day, the event
manager will maintain continuous contact with the weather detection
andprediction sources to obtain as much information as possible. This
information will be shared with the head official, umpire-in-chief,
referee, and/or meet director upon their arrival. The event manager will
also ensure that there is a clear understanding of the evacuation
procedure during a weather warning. The Athletic Department’s primary
lightning information source is Weather Data (1-316-265-9127) and is
supplemented by Weather Sentry Online (www.weather.dtn.com).
Additional sources are the sport’s athletic trainer, the National Weather
Service (942-8833), local television stations (ABC: 893-1313, CBS: 893-
6666), the Weather Channels 17 and 24, as well as multiple internet
weather sites. Information will be shared with the Associate Athletics
Director with sport oversight and with the sport head coach.
o Until such time as the head official, umpire-in-chief, referee and/or meet
director assumes on-site responsibility as prescribed in NCAA rules, the home
event manager is responsible for making the determination if it is safe to begin
on-field practice for competition. Information will continue to be shared with
the Associate Athletics Director with sport oversight and with the sport head
coach.
o The head official, umpire-in-chief, referee or meet director will have
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responsibility for lightning hazard safety from the time they assume on-site
responsibility until such time as they leave the site of competition as
prescribed in NCAA rules. He or she has discretionary power to suspend the
game whenever such action is deemed necessary due to hazardous weather.
The home event manager will continue to monitor all weather sources and will
regularly share this information with the officials and the Associate Athletic
Director (if present) to ensure both players and spectators remain in a safe
environment. Coaches will be kept informed but will not be a part of the
decision process to suspend or terminate competition.
o Specific Athletic Department procedures for suspending and resuming
competition during adverse weather conditions are provided in Enclosure 1.
o FSU Athletics also has an obligation to warn spectators of hazardous weather
conditions. The home event manager, in conjunction with Sports Information,
will ensure that spectators are kept informed of suspensions using the
stadium’s public address system. Spectators will be directed to evacuate the
stands and to seek shelter in a safe location when severe weather conditions
exist.
Again, personal safety must remain paramount and staff will always err on the side of caution
when making lightning hazard decisions.
Athletics Tour Policy
Athletics department staff members will not be leading building tours for the general public. All
requests for tours should be directed to the Visitors Center in the South End Zone (644-3246).
The tours may include a drive by tour of all of the Athletics Facilities or a walking tour of the
Athletics Facilities located on the main campus. With each tour, guests will have the opportunity
to visit the Ron and Carolyn Hobbs Great Hall located in the main Athletics Administration
Building.
The Ron and Carolyn Hobbs Great Hall contains pictures, plaques, trophies, banners, and other
treasures displaying the rich tradition of Florida State University Athletics. During regular
working hours (8:00 am to 5:00 pm, Monday through Friday), the Great Hall is open for public
visitation. During the fall and spring semesters, the Great Hall will be open to the public from
noon to 4:00 pm on Saturdays and noon to 6:00 pm on Sundays. During home football games
and holidays, the hours are subject to change. The Great Hall will not be open weekends
during the summer semester.
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Special tours for the University President, Athletics Director or Boosters will be coordinated
through the Assistant Director of Facilities/Events (644-2896). Student Services will
arrange tour leaders through the Facilities and Event Management staff, or the appropriate staff
section. Coaches wishing to arrange tours for recruits will contact the Assistant Director of
Facilities (644-2547) who will then coordinate with the Facilities and Event Management staff.
Although this policy addresses the Moore Athletic Building, it should be noted that anyone
wishing to tour any of the athletics facilities should contact the Visitors Center. Each of these
facilities is a place of work and should be respected as such.
7/11
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505 – MEDIA RELATIONS
The Seminole Sports Information Office is ready to assist you in every way possible to make the
experience of covering Seminole Athletics productive and rewarding. For this reason, we have
developed policies and procedures which will require preparation on the part of the media. Not
complying with these policies will result in the refusal of credentials.
PRESS RELEASES
The Athletics Media Relations Office, also known as Sports Information, is responsible for
generating press attention for each sport and other special events within the Athletics
Department. The Athletics Media Relations Office generates all press releases within the
Athletics Department including those with dual reporting lines within the University such as
Academic Support, Business Services and Athletic Student Services.
The Athletics Media Relations Office generates a press release prior to every athletic
competition that serves as a notice to media outlets for pre-event publicity as well as providing
media covering the event with statistics and information that should prove useful in their effort to
cover the sport or student-athlete. The Athletics Media Relations Office also produces a press
release, written in Associated Press news style, following every FSU sporting event, which
reports the results of the competition to media outlets throughout the state and region. The
Athletics Media Relations Office produces a number of releases throughout the year on specific
events and/or points of information that the athletics department or the university believes should
be of interest to media and fans. All press releases reach all known media outlets within the state
of Florida and many within the footprint of the Atlantic Coast Conference. Releases are
distributed by email, and are often available on the official athletics website,
www.seminoles.com and are distributed through social media sites.
PUBLICATIONS/MEDIA GUIDES
The Athletics Media Relations Office publishes a printed almanac for each intercollegiate
sport at Florida State University. The sizes of almanacs vary due to historical material,
statistical content, NCAA rules and media application. The publications contain biographies on
the coaching staff and student-athletes, a season outlook, a review of the season before, profiles
on the city of Tallahassee and Florida State University and a records and results section.
Material going into the guides is determined by the sports information director and is as
standardized as possible for all publications.
Programs for home events are also produced by the Athletics Media Relations Office certain
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sports. The size and content of these programs vary depending on the needs of each
individual sport. Postseason materials are produced for athletic teams that advance to
national tournaments, championships and bowl games.
RESULTS AND STATISTICS
All FSU events are covered and reported, via email and social media, to the media by a
member of the Athletics Media Relations Office. Results are also posted on the official
website of FSU athletics, www.seminoles.com, along with an Associated Press-style game
story. Statistics, superlatives and records are kept for all intercollegiate sports by the Athletics
Media Relations Office which hires statisticians for many of the sports. Current statistics
on all sports are available on www.seminoles.com.
INTERVIEWS
All interview requests, both on the local and national level, for Florida State student-athletes are
coordinated by the Athletics Media Relations Office. While several interviews are conducted
over the phone, student-athlete phone numbers are never given to the media by the Athletics
Media Relations Office. In-person interviews are often conducted in the sports information office
or in the museum area located on the first floor of the Moore Athletic Center. Interviews may
also be conducted on the practice or playing fields or courts. Problems in which student-athletes
are missing scheduled interviews are handled by the sports information director and coach of
the sport. Media are not allowed to seek interviews at the Moore Athletic Center without
approval of the Athletics Media Relations Office nor are they permitted to contact student-
athletes via social media.
PHOTOGRAPHY
All photography is the responsibility of the Athletics Media Relations Office where it relates to
the media. Each sport has its scholarship athletes photographed in a head shot pose prior to the
start of each season. These pictures are available to the media. Action photographs are also
available to media outlets for all sports and student-athletes at FSU. Action pictures, (black/white
and color), are taken by a select number of paid freelance photographers and volunteer
photographers. The Athletics Media Relations Office schedules a limited number of home
events to be covered by photographers with the action photos to be used in publications, on-line
as well as providing action shots to media covering the sport throughout the season.
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TRAVEL
Members of the Athletics Media Relations Office accompany the football, men’s and women’s
basketball, soccer, softball and baseball teams on road trips on a regular basis. Some of the
responsibilities on these trips include handling media interviews and requests before and after
events, disseminating information such as game notes and recaps during and after competition
and reporting final scores to the hometown media. There is also travel for a number of other
sports during different points of the season, especially in the postseason where a media
demand is more prevalent. This is determined by each coach’s budget.
WEBSITE
In conjunction with the Director of Digital Media, the Athletics Media Relations Office is
responsible for providing content, including game advances, post game stores, features, statistics,
historical information, etc., and keeping athletics related information current on
www.seminoles.com, the official athletics website of Florida State University.
SEMINOLE ALL-ACCESS
Seminoles All-Access is the multimedia home on Seminoles.com for video highlights,
interviews, press conferences, live game audio and exclusive subscriber-only features. In
conjunction with the Director of Digital Media, the Athletics Media Relations Office is
responsible for coordinating interviews for Seminoles All-Access.
CONFERENCE/NATIONAL REPORTING
The Athletics Media Relations Office is responsible for reporting vital information to the Atlantic
Coast Conference including player of the week nominations and statistics as well as score
reporting to athletic-specific organizations such as the ITA for tennis. The Athletics Media
Relations Office is also responsible for nominating student-athletes for awards at the conference
and national level.
AUTOGRAPH AND DONATION REQUEST GUIDELINES
Overall Request Policy
1. NCAA regulations prohibit FSU Athletics from securing an autograph of a student-
athlete for any entity including charitable organizations, non for-profit organizations, for-
profit organizations or individuals for charitable or personal use
2. Requests are preferred to be received 6 weeks prior to the event deadline
3. Autograph/Item Donation Request Forms along with autograph item guidelines and
NCAA regulations pertaining to institutional charitable, educational, or non-profit
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promotions are made available on the FSU Athletics website as a PDF
4. Completion of the request form does not guarantee that FSU Athletics will be able to
fulfill the request
5. The organization will be required to complete the Autograph/Item Donation Request
Form stating its understanding of the NCAA regulations regarding autographed/donated
items before the request will be filled
6. Pursuant with NCAA regulations, items will not be autographed or donated to entities
that benefits a high school, high school students (9
th
-12
th
grade), or affiliates of any high
school students (9
th
-12
th
grade)
7. FSU Athletics reserves the right to request the return of any autographed item or item
donated that is used in a way that is considered in violations with NCAA regulations
8. FSU Athletics will try to meet a charitable organization’s deadline; however, we can
make no guarantees due to the coaches’ availability, schedules and items availability
9. Autographed items or items donated can be used as an auction or raffle item as a fund
raiser provided that the organization’s request has been processed through the
Memorabilia Office approved by the Compliance Office
10. Autographed items or donated items are not to be used for or provided to any of the
following: high school (9
th
-12
th
grade) fund raising i.e. auctions/raffles or to a high school
staff member (9
th
-12
th
grade) i.e. coach/athletics director/principal; high school athlete or
parent of a high school athlete (9
th
-12
th
) without the written consent of the Florida State
University Athletics Department; FSU Athletics reserve the right to deny an autograph or
donated item to any organization or event that may not comply with NCAA rules and
regulations
Request Policy Specifically for Autographs
1. All requests of autographs that are not student-athletes made by charitable, educational,
individual and/or other institutional entities must go through the Memorabilia Office
2. Once request is approved the organization must provide the item requesting to be signed,
provide package and cost of shipping if the item is required to be sent
3. FSU Athletics may secure a maximum of one autographed item per organization, per
year; receipt of an autograph in no way guarantees subsequent donations
Request Policy Specifically for Tickets
1. If tickets are donated a certificate will be sent to the organization and winners of tickets
must call the Memorabilia Office to redeem their certificate
2. FSU Athletics will require organizations to provide a letter on the organization’s
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letterhead verifying that they have received the certificate for tickets and how many were
donated to their charitable event/organization
POLICY ON UNCONQUERED STATUE SPEAR LIGHTING
The spear on the Unconquered sculpture on Langford Green will be ignited for the following
occasions:
1. Home football games. The spear will be lit at sunset the evening before each home game
and will remain lit until sunrise the morning after the game.
2. For sports with preliminary and final rounds of NCAA championships, if the team
advances to the final site (i.e.: Final Four, College Cup, College World Series), the spear
will be lit to recognize this achievement. The spear will be lit on an evening between
when the team qualifies for advancement and when the team/athletes departs with
preference given to the night before the team/athletes depart (i.e. for baseball and softball
the spear would be lit on an evening between when FSU wins the super regional and
when the team leaves for the CWS). The lighting ceremonies will, if possible, involve the
student-athletes and coaches from the team in whose honor the spear is being lit. The
conditions for lighting per sport are as follows:
Baseball – A night after a win in the super regional and before team
departs for the College World Series
Basketball – A night after an Elite Eight win that advances the team to the
Final Four and before team departs for Final Four.
Cross Country – Should FSU advance enough competitors to the
National Championship Meet to have a legitimate chance at a
Top 10 finish the spear would be lit on an evening before the
team departs.
Football – A night following a win in the ACC Championship Game or the
night of an at-large selection to a BCS Bowl
Golf – A night after the team advances from the NCAA Regional to the
Championship Tournament
Soccer – A night after an Elite Eight win that advances the team to the
Final Four and before team departs for Final Four.
Softball - A night after a win in the super regional and before team
departs for the College World Series
Swimming & Diving – Should FSU advance enough competitors to the
National Championship Meet to have a legitimate chance at a
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Top 10 finish the spear would be lit on an evening before the
team departs.
Tennis – The night the team advances from regional play to the NCAA
Team Championships
Track & Field - Should FSU advance enough competitors to the
National Championship Meet to have a legitimate chance at a
Top 10 finish the spear would be lit on an evening before the
team departs.
Volleyball - The night of an Elite Eight win that advances the team to the
Final Four
3. The Executive Staff will identify one evening during the fall semester and one during spring
when the spear will be lit in honor of national achievements that have not been previously
honored (i.e. a spear lighting takes place for a team advancing to the final site and the FSU team
wins the national title – the championship would be recognized at this ceremony). The winning
of a “National Player of the Year” award in any sport (i.e.: Heisman Trophy) would also
be recognized at these special lightings. This does not include awards limited by class, by
position, or by region or conference (i.e.: freshman of the year, offensive player of the year,
ACC Player of the Year, etc.).
3. University graduation/convocation ceremonies. The spear will be lit as a salute to all
participants on these very special days.
4. Other special occasions as approved by the President. The University desires to maintain
the integrity of this ceremony by limiting the other occasions for which the spear is lit to
only the most outstanding accomplishments (i.e.: Rhodes Scholarship). The lighting
ceremony will, if possible, involve the person in whose honor the spear is being lit.
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506 – MARKETING AND PROMOTIONS
SEMINOLE ATHLETICS MARKETING
The functions covered by the marketing office are listed below. Any requests pertaining to the
following areas should be directed to the Asst. Athletics Director, Marketing and Promotions:
1. Advertising, trading and conducting promotions with radio stations. (Separate from
IMG’s negotiations for the Seminole Network). Includes copywriting, production
and placement of ads to promote ticket sales and home events.
2. Securing sponsorships and/or involving advertisers in special events such as
invitational tournaments, seasonal promotions, and game day promotions.
3. Monitoring all aspects of outdoor advertising programs.
4. Soliciting major corporate sponsors for radio network, coach’s shows, game
programs, hospitality, coach’s endorsements, internet, game promotions, ticket
packages, signage and ads for various promotional tools including bumper stickers,
schedule cards and calendar posters.
5. Working with the Athletic Ticket Manager to market season tickets and specific event
tickets. Includes designing, distributing, and placing informational posters, fliers and
advertisements.
6. Planning and conducting event promotions. Coordinating pre-game activities, half-
time shows, and special presentations.
7. Writing and monitoring public address announcements, electronic scoreboard, LED
ribbon board, videoboard messages and promotions for home events.
8. Supervising the Department's Spirit Coordinator. The Coordinator monitors the
activities of the FSU Cheerleaders, the Symbols (if applicable), Golden Girls, Garnet
and Gold Guides, and Bat Girls; Including travel, practices, performances, tryouts,
community projects, all related functions and activities, etc.
9. Serves as a department liaison to the FSU Homecoming Committee, the Marching
Chiefs, the Pep Band, and other areas as applicable.
10. Coordinating or assisting with special projects including: Compilation and
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distribution of "recommended lists" (hotels, restaurants, travel agencies, etc. that
support Seminole sports); and coordinating print ad accounts with the campus and
city newspapers.
The persons involved in marketing Seminole athletics seek to treat advertisers equitably. Pricing
and trade strategies must be consistent, fair and beneficial to the Department of Athletics and to
the investor. A healthy marketing balance cannot be maintained if staff members solicit their
own advertising agreements. Every marketing decision has a program-wide impact; not simply a
sport-specific impact. It, therefore, must be understood that no staff member has the authority
to negotiate external contracts, trades, or advertising agreements without proper approval.
If any staff member knows of a prospective client/advertiser, please notify the marketing office
so that it can pursue the lead.
Ideas are welcomed by the marketing office. Suggestions will be scrutinized to determine their
time and cost-effectiveness and their potential value to the department.
1. The marketing office does not handle departmental auction requests. The marketing
department does not have items to provide for these types of requests. Requests for
items to be signed by the Football office and/or Coach Fisher should go to the
Memorabilia office. If requests are made for signatures for specific Head Coaches
from any other sport office for auctions, etc., the sport office should be contacted
directly.
2. The marketing office has no trinkets or door prizes to provide for auction or any other
events or requests (stickers, pencils, t-shirts, etc.). Sport posters and schedule cards
can be picked up at no charge and in some cases, the amount provided will be limited.
All other promotional items purchased and provided are used to enhance our sporting
events and are given to the fans that attend the games and are not used for this
purpose.
3. Messages and/or public address announcements relating to marriage proposals,
birthdays, anniversaries, FSU soldiers or military members, etc. are addressed via the
videoboard policy.
4. Sport posters and schedule cards are free of charge and can be picked up, while
supplies last, at any of the athletic events (for that particular sport); football posters
can be picked up at Seminole Village at Langford Green before all home games).
Out of town fans can access instructions on how to order sport posters from
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Florida State University Department of Athletics
VIDEOBOARD AND LED RIBBON BOARD
POLICIES
As of
January 29,
2004
First issued:
August, 2002
Revised:
June
2009
The following policies govern the electronic displays and messaging systems
operated by
Florida State Athletics
/ISP Sports
FOOTBALL
I. System Ownership
A. IMG college holds the title to the videoboard system and retains
ownership. This agreement is in effect for ten years, following the
2007-2008 season.
1. IMG college retains the ownership of all advertising,
sponsorship and signage rights to the videoboard
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B. The videoboards and LED ribbon boards will only be operational
seven (7) times per year for home football games only (as set forth by
the agreement) and select football functions (recruiting use, etc.).
C. Any malfunctions that take place outside of these games may not be
covered under the warranty agreement, but may be covered under
insurance maintained by Florida State Athletics. Seminole Productions
will operate the board for testing purposes and to check graphics and
video elements in preparation for game-day events/usage.
II. Replays
A. In-stadium television replays are permitted; multiple replays or slow
motion replays may be shown of individual plays. However, any play
considered controversial will only be shown three times and in real time
speed.
1. Requests and/or mandates from the Conference Office
will overrule previously set policies as it relates to plays
that could be considered controversial.
B. Audio may be provided from the videoboard on the following occasions:
1. When the balls is not in play
2. Until the time the teams break the huddle
Florida State Athletics Videoboard Policy-As of
January 29, 2004
Page 1 of 10-Managed
by IMG
III. Videoboard Content & Material
A. “Commercials” will be kept to a minimum and when possible, shown during pre or
post game. Designated sponsors will receive appropriate features as contractually
obligated. The features will be developed by and coordinated with the Seminole
Productions department. The proper party will be responsible for payment for
development of any extraordinary feature or animation wherein Seminole
Productions has to utilize the services, equipment or materials of an outside
production company.
B. The University President will receive two minutes in pregame and halftime for
promoting messages, features and/or public service announcements on the
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videoboard from this office.
C. The following messages are allowed with prior approval from the Director of
Marketing and will carry a surcharge. All requests must be made at least two weeks
prior to the event date:
1. Birthdays
2. Anniversaries
3. Marriage proposals
4. Or/and any similar requests
D. The videoboard shall be used at the discretion of the marketing and production
department to cross promote/highlight other sport programs, special events and
ticket sales efforts for Florida State Athletics
1. Messages will be limited and restricted by the television timeout format
2. Only contractually obligated sponsor messages/features (as arranged by IMG
/Seminole Athletics Marketing) and FSU Athletic department material
(includes Seminole Boosters) will run on the videoboard. Contracted
elements will receive priority.
All other requests that fall within the aforementioned categories will be ran on
a priority and space available basis only.
3. NCAA or Atlantic Coast Conference video PSA’s and requests will be given
consideration but are subject to available space in pregame and/or halftime
only
4. Outside messages for non-Florida State University entities will not be shown
E. Exceptions to the operational use of the videoboard will be made by the Director of
Athletics and will be determined on an individual case basis. Requests should be
made in writing (via email or fax) and forwarded to the office of the Assistant
Athletics Director, Marketing and Promotions..
F. All new requests for the videoboard (for items that fall within the above mentioned
categories) should be forwarded in writing, (via email or fax) to the Assistant
Athletics Director, Marketing and Promotions in advance (two weeks minimal
notice).
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Florida State Athletics Videoboard Policy-As of January 29, 2004
Page 2 of 10-Managed by
IMG
1. New or revised sponsorship material from IMG (inclusive of
promotions, replays, features or the like) should be coordinated/updated
with the Dir. of Seminole Productions and Promotions to ensure smooth
game presentation and avoid timing conflicts.
2. Any material (features and/or commercials) scheduled to appear on the
videoboard should be forwarded to the Dir.of Marketing in an
acceptable file format, no later than one week prior to the game the
material is scheduled to run.
G. Any material that is viewed as unsportsmanlike will not be shown on the
board at any time.
IV. Other
A. An appropriate emergency policy to be shown on the videoboard will be
developed by the Florida State University Chief of Police and videoboard
directors.
B. A videoboard script will be developed for each game by the marketing department,
with coordination from the Seminole Productions, and distributed to appropriate
individuals. No changes will be after 4pm Thursday prior to a Saturday home game.
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Florida State Athletics Videoboard Policy-As of January 29,
2004
Page 3 of 10-
Managed by
IMG
332
BASKETBALL
I. System Ownership
A. CBS Sports Properties, L.L.C. holds the title to the videoboard system and retains
ownership of the videoboard in the Leon County Civic Center.
1. CBS retains the ownership of all advertising, sponsorship and signage rights to
the videobaord.
II. Replays
A. In-stadium television replays are permitted and multiple replays or slow motion
replays may be shown of individual plays. However, any play considered
controversial will only be shown once and in real speed.
1. Requests and/or mandates from the Conference Office will overrule
previously set policies as it relates to plays that could be considered
controversial.
2. A predetermined number of replay sponsors/logo recognitions will be given as
set forth by the CBS agreement
B. Audio can be provided from the videoboard when the ball is not in play as well as
up until the officials signal the game back in play.
III. Videoboard Content & Material
A. “Commercials” will be kept to a minimum and, when possible, shown during pre or
post game. The commercials that will appear, as part of the Civic Center inventory,
will be formatted within the game timing and presentation format and be given a
predetermined time to run in pregame. Designated sponsors will receive
appropriate features and game promotions as contractually obligated. The features
and game promotions will be developed by and coordinated with the Seminole
Productions and Promotions departments.
B. The University President will receive two minutes in pregame and halftime for
promoting messages, features and/or psa’s on the videoboard from this office.
When timing is prohibited during halftime, postgame space will be made available
or additional time in pregame.
C. The following messages are allowed with prior approval from the Director of
Marketing and will carry a surcharge. All requests must be made at least two weeks
prior to the event date:
1. Birthdays
333
2. Anniversaries
3. Marriage proposals
4. Or/and any similar requests
Florida State Athletics Videoboard Policy-As of January 29, 2004
Page 4 of 10-
ManagedbyIMG
D. The videoboard shall be used at home basketball events at the discretion of the
marketing and production department to cross promote/highlight other sport
programs, special events and ticket sales efforts for Florida State Athletics
1. Messages will be limited and restricted by the television timeout format
2. Only contractually obligated sponsor messages/features (as arranged by CBS
or IMG/Seminole Athletics Marketing) and FSU athletic department material
(includes Seminole Boosters) will run on the videoboard. Contracted elements
will receive priority.
All other requests that fall within the aforementioned categories will be ran on
a priority and space available basis only.
3. NCAA or Atlantic Coast Conference video PSA’s and requests will be given
consideration but are subject to available space in pregame only
4. Outside messages for non-Florida State University entities will not be shown
E. Exceptions to the operational use of the videoboard will be made by the Director of
Athletics and will be determined on an individual case basis. Requests should be
made in writing (via email or fax) and forwarded to the office of the Director of
Promotions.
F. All new requests for the videoboard (for items that fall within the above mentioned
categories) should be forwarded in writing, (via email or fax) to the Director of
Marketing in advance (two weeks minimal notice).
1. New or revised sponsorship material from IMG (inclusive of promotions,
replays, features or the like) should be coordinated/updated with the Dir. of
Seminole Productions and Marketing to ensure smooth game presentation and
avoid timing conflicts.
2. Any material (features and/or commercials) scheduled to appear on the
334
videoboard should be forwarded to the Dir.of Marketing or to the Video
Director, in an acceptable file format, no later than one week prior to the game
the material is scheduled to run.
G. Any material that is viewed as unsportsmanlike will not be shown on the board at
any time.
IV. Other
A. An appropriate emergency policy to be shown on the videoboard will be developed
by the FSU Chief of Police, Civic Center and videoboard directors.
B. A game spreadsheet with supporting video information will be developed for each
game by the marketing/promotions department and distributed to appropriate
individuals. No changes will be made with less two days remaining before the
Florida State Athletics Videoboard Policy-As of January 29, 2004Page 5 of 10-Managed by IMG
scheduled basketball game (i.e. For a game scheduled on Thursday, all game
information will be finalized by Tuesday afternoon)
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Florida State Athletics Videoboard Policy-As of January 29, 2004
Page 6 of 10-Managed by
IMG
335
SOCCER/SOFTBALL
I. Matrix Board Videoboard Content & Material
A. The following messages are allowed with prior approval from the Director of
Marketing and will carry a surcharge. All requests must be made at least two weeks
prior to the event date:
1. Birthdays
2. Anniversaries
3. Marriage proposals
4. Birth announcements
5. Or/and any similar requests
B. The matrix board shall be used at the discretion of the marketing department to
cross promote other sport programs, special events and ticket sales efforts for
Florida State Athletics
1. Only contractually obligated sponsor messages (as arranged through
IMG/Seminole Athletics Marketing) will run on the matrix/scoreboard and
will receive priority
2. Outside messages for non-Florida State University entities will not run
C. Exceptions to the operational use of the matrix board will be made by the Director
of Athletics’ office and will be determined on an individual case basis. Requests
should be made in writing (via email or fax) and forwarded to the office of the
Director of Promotions.
D. Any new requests for the matrix board (for items that fall within the above
mentioned categories) should be forwarded in writing, (via email or fax) to the
Assistant Athletics Director, Marketing & Promotions office in advance (one week
minimal notice).
A. Any material that is viewed as unsportsmanlike will not be shown on the board at
any time.
B. The Game Operations representative will be consulted regarding any questionable
material during a game/event prior to the material appearing on the board.
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Florida State Athletics Videoboard Policy-As of January 29, 2004
Page 7 of 10-Managed by
IMG
336
BASEBALL
I. System Ownership
A. IMG holds the title to the videoboard system and retains ownership. This agreement is
in effect for ten years, commencing with the 2004 baseball season.
1. IMG retains the ownership of all advertising, sponsorship and signage rights to the
videoboard. Maintenance and servicing for the videoboard/electronic display
system will be performed by The Florida State Department of Athletics.
B. The videoboard will only be operational for home baseball games, select baseball
functions at Dick Howser Stadium and restricted to use with other select events
C. Seminole Productions will operate the board for testing purposes and to check
graphics and video elements in preparation for game-day events/usage.
II. Replays
A. In-stadium television replays are permitted and multiple replays or slow motion
replays may be shown of individual plays. However, any play considered
controversial will only be shown once and in real time speed.
1. Any play that portrays an umpire’s judgment call will only be replayed once at
regular/real time speed.
2. Replays showing balls or strikes will not be shown
3. Brushback pitches will not be shown
4. Requests and/or mandates from the Conference Office will overrule
previously set policies as it relates to plays that could be considered
controversial
5. A predetermined number of replay sponsors/logo recognitions will be shown
6. Replays cannot delay the game at any given time.
B. Audio can be provided from the videoboard when the ball is not in play (includes
pitching changes and during game delays) well as up until the batter steps unto the
batter’s box.
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III. Videoboard Content & Material
All material shown on the board during a baseball game will be subject to the rules adopted by
the NCAA, as outlined in appendix B, Rules for Scoreboards, Video and Audio. Those
regulations follow.
Florida State Athletics Videoboard Policy-As of January 29, 2004Page 8 of 10-Managed by
IMG
A. No live game action will be shown. Once the batter steps in the batter’s box, only
still/non-moving content will be displayed until the batter finishes at the plate.
B. No material will be shown at any time that portrays the umpires or visiting teams in a
negative manner, embarrassing situations or argumentative situations.
C. “Commercials” will be kept to a minimum and when possible, shown during pre or
post game. Designated sponsors will receive appropriate features as contractually
obligated. The features will be developed by and coordinated with the Seminole
Productions department. The proper party will be responsible for payment for
development of any extraordinary feature or animation wherein Seminole
Productions has to utilize the services, equipment or materials of an outside
production company.
D. The following messages are allowed with prior approval from the Director of
Marketing and will carry a surcharge. All requests must be made at least two weeks
prior to the event date:
1. Anniversaries
2. Marriage proposals
3. Or/and any similar requests.
4. Birthdays- Birthday announcements will be made available through the
Baseball Birthday in the Park Party Package, available for purchase. This is
the only exception to the above noted list of excluded material and is currently
only available for Baseball home games.
E. Any material that is viewed as unsportsmanlike or unacceptable will not be shown
on the board at any time. Fans or other persons running on the field will not be
shown.
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IV. Usage
A. The videoboard shall be used at the discretion of the marketing and production
department to cross promote/highlight other corporate sponsorships, sport
programs, special events and ticket sales efforts for Florida State Athletics
1. Messages will be limited and restricted by the television/game format
2. Only contractually obligated sponsor messages/features (as arranged by
IMG/Seminole Athletics Marketing) and FSU Athletic department material will
run on the videoboard. Contracted elements will receive priority.
All other requests that fall within the aforementioned categories will be ran on a
priority and space available basis only.
3. NCAA or Atlantic Coast Conference video PSA’s and requests will be given
consideration but are subject to available space in pregame only
Florida State Athletics Videoboard Policy-As of January 29, 2004Page 9 of 10-Managed by IMG
4. Outside messages for non-Florida State University entities will not be shown
B. The University President will receive two minutes in pregame and postgame for
promoting messages, features and/or public service announcements on the
videoboard from this office.
C. Exceptions to the operational use of the videoboard will be made by the Director of
Athletics and will be determined on an individual case basis. Requests should be
made in writing (via email or fax) and forwarded to the office of the Assistant
Athletics Director, Marketing and Promotions.
D. All new requests for the videoboard (for items that fall within the above mentioned
categories) should be forwarded in writing, (via email or fax) to the Director of
Marketing in advance (two weeks minimal notice).
1. Any material (features and/or commercials) scheduled to appear on the
videoboard should be forwarded to the Assistant Athletics Director, Marketing
and Promotions or to the Video Director, in an acceptable file format, no later
than one week prior to the game the material is scheduled to run.
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IV. Other
A. An appropriate emergency policy to be shown on the videoboard will be developed by
the Florida State University Chief of Police and videoboard directors.
D. A videoboard script will be developed for each game by the
marketing/promotions and production departments and distributed to appropriate
individuals. No changes will be with less than 48 hours before a scheduled game.
The following rules have been set by the NCAA and will be adopted by Florida State
University with regards to operation of the electronic display for baseball: link:
http://www.ncaa.org/library/rules/2005/2005 _baseball_rules.pdf--pages 117-119
7/2011
Florida State Athletics Videoboard Policy-As of January 29, 2004 Page 10 of 10-
managed by IMG
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507 – SPIRIT GROUPS
BAND
The Marching Chiefs and Pep Band play a major role in the setting of our athletic contests. The
Department of Athletics works closely with the Music Department. Any requests for use of the
Pep Band should be directed to the Spirit Coordinator.
OTHER SPIRIT GROUPS
The Department of Athletics considers spirit groups to be an important component of the total
Intercollegiate Program and thus it gives its financial support to their operations and leadership.
All requests of the spirit groups should be made through the Spirit Coordinator in the
Administration Office.
Spirit Groups consist of the following organizations: Cheerleaders, Garnet and Gold Guides,
Batgirls, Golden Girls, and when applicable symbols. For specifics related to the various spirit
groups, please contact the Spirit Coordinator at 850-644-8457.
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508 – HALL OF FAME
HALL OF FAME INDUCTION CRITERIA
A former FSU student-athlete is not eligible for induction into the FSU Athletics Hall of
Fame until 10 years after his/her final year of competition at Florida State.
Graduation is not required for eligibility to be inducted into the Athletics Hall of Fame;
however, the committee makes an effort to insure that the majority of inductees in any
single class are graduates.
The Hall of Fame Committee votes yearly to place eligible student-athletes on the list
of candidates for the Hall of Fame and later votes on the inductees. A simple majority
vote by the Hall of Fame Committee elevates candidates to potential inductees. The
list of potential inductees must then be approved by both the athletics director and
university president before they are officially approved.
The Moore-Stone Award is given annually to an individual or group for outstanding
service to Florida State Athletics and does not require that the recipient(s) ever attended
Florida State.
Induction classes include up to five (5) new former athletes, administrators, coaches and
two (2) former athlete “legends”. Legends is defined by having left Florida State at least
thirty (30) years prior and one (1) Moore-Stone winner.
7/2011
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509 – JERSEY RETIREMENT
CRITERIA
Academic Standing: Nominee must have left FSU or completed his/her athletic
career at Florida State in good academic standing.
Citizenship: History, during his/her career, of representing the Athletics Department and the
University in a very positive fashion.
Athletics Accomplishments: Valued contributions by the individual toward significant team
accomplishments during his/her career; and individual recognition of significant nature on a
national basis as well as statistical accomplishments and team/conference accomplishments and
honors during his/her career.
PROCESS
Nomination is brought forward by the Hall of Fame & Recognition committee to the Athletics
Director for endorsement. Final approval must come from the University president.
Beginning in 1997, FSU adopted the practice of retiring jerseys but not numbers. All retired
jerseys are to be displayed in like fashion whether retired before or after 1997.
In a case where extenuating circumstances dictate a departure from the criteria listed, the
University President would first have to authorize the departure from the stated criteria prior to a
nomination of that nature reaching the Athletics Committee.
(Adopted by Athletics Committee
January
16,
1997)
7/2011
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510 – ADDING A VARSITY SPORT
In order to gain varsity status for an eligible sport, a petition must be presented to the Director of
Athletics. For a sport to be eligible, the following conditions must be met:
1. The sport must have competed on campus for the past five seasons as an officially registered
activity with the office of student organizations (listing team officers, etc.).
2. The sport must be offered in the NCAA championship format.
3. The record of competition for the past three years should demonstrate reasonable success
against collegiate programs.
4. A comprehensive breakdown of the returning squad members should be submitted, including
class, academic profile, years of eligibility remaining, and a synopsis of each athlete's
background and experience in the sport.
5. A schedule that meets NCAA criteria must be provided for the first proposed varsity season
(e.g., most of the contests must be played against Division I competition). Evidence of the
integrity of the schedule must include letters of intention to contract with the FSU team if
varsity status is achieved.
6. A budget projection must be presented for a minimum of two years, including coaching
salaries, scholarships, team travel, recruiting, player supplies, and other expense and capital
outlay costs. Once the petition is prepared in full the Director of Athletics will review it and
present it to the Athletic Board with his/her recommendation. The Board has authority to
make an immediate recommendation to the University President or to submit it to the
appropriate subcommittee for review and recommendation. After the Director of Athletics
has received the completed petition, a decision must be announced within one year.
Submitted and unanimously approved by FSU Athletic Board Goals & Priorities Subcommittee
January 13, 1987/Rev. 1990
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511 – SAFEGUARDING OF CONFIDENTIAL
FINANCIAL AND PERSONAL INFORMATION
SPECIFIC AUTHORITY
The Gramm-Leach-Bliley Act (GLB Act), 15 U.S.C. 6801, implemented by 16 CFR Part 314
and The Federal Trade Commission (FTC) Rule on "Standards for Safeguarding Customer
Information"
OBJECTIVE
To specify the methods for safeguarding confidential financial and personal information
maintained in University financial records, reports and systems that, if not protected in
accordance with this policy, can increase the magnitude of harm resulting from loss, misuse,
unauthorized access or modification.
OVERVIEW
The Florida State University, hereinafter referred to as "University", generates, receives and
stores many financial documents and records of a confidential nature. This includes, but is not
limited to, the awarding and issuance of loans to students and the collection of payments from
students, parents, patients and customers via check, money order, wire transfer, ACH and
credit/debit card.
To comply with safeguarding confidential financial records and related personal information, this
University policy will:
1. designate one or more employees to coordinate the safeguards;
2. identify and assess risks to customer information and evaluate the effectiveness of
the current safeguards;
3. designate and implement a safeguards program that includes regular compliance
monitoring and evaluation;
4. select appropriate service providers and ensure that contracts with those providers
include safeguards; and
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5. provide for evaluating and adjusting the program in light of relevant
circumstances.
SCOPE OF THIS POLICY
This policy applies to all University personnel who administer, manage, maintain or use financial
or personal information, their supervisors and unit administrators. It applies to all locations of
this information, whether on campus or from remote locations.
All University units and related affiliate organizations that handle confidential financial
transactions or personal information shall designate at least one employee who will coordinate
the safeguards as specified in University policies and procedures; annually assess risks to
customer information to include evaluating the effectiveness of the current safeguards; adjust the
safeguard program in light of relevant circumstances; ensure staff are trained on the University
rules of confidentiality; and ensure each staff member who handles any aspects of financial
transactions signs an Employee Confidentiality Statement.
All University contracts with applicable contract service providers will be required, under the
terms of the contract, to stipulate implemented safeguards that adhere to, and are in compliance
with, the provisions of the Gramm-Leach-Bliley Act.
DEFINITION OF CONFIDENTIALITY
As the custodian of sensitive and private information, the University recognizes the importance
of protecting information resources from loss, misuse, unauthorized access or modification.
All printed material containing confidential, personal information related to business, financial or
medical transactions, including name, birth date, address, telephone number, social security
number, personal photograph, amounts paid or charged or account number, are to be
safeguarded.
Note: Student privacy regulations (e.g., FERPA) provides that schools may disclose, without
consent, "directory" information such as a student's name, address, telephone number, date and
place of birth, honors and awards and dates of attendance. However, schools are required to
inform students about this directory information and provide for a reasonable amount of time for
students to request that the school not disclose related directory information.
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Documents stored on the University information systems are linked directly to a specific account
and are able to be viewed at authorized employees' workstations. Selected documents may be
viewed on screen or printed for review. Other systems allow authorized employees to scan, view,
print and store paper documents and correspondence in electronic files directly on computer
systems for immediate access, backup and retrieval. Once electronically stored, the original
material is then reviewed by management personnel and kept in safekeeping or shredded if no
longer needed.
It is the University's policy to prohibit the un-authorized exchange of confidential financial and
personal information between computer information systems. Written management authorization
and contracts must be obtained prior to exchanging confidential financial or personal information
with any outside computer information system.
The University Office of Inspector General and State of Florida Auditor General conduct risk
assessments and security audits to ensure that any potential threats to University information
systems are identified and evaluated. Security audits are performed to ensure that proper system
documentation, appropriate protection measures, including physical security and proper handling
of confidential, sensitive information, continues in all aspects of our information security
measures.
All University units and related affiliate organizations are responsible for designating a person
responsible for conducting and monitoring risk assessments and security audits to ensure that any
potential threats to their physical areas and information systems are identified and evaluated.
Whenever a significant change occurs to an office space, such as additions or remodeling, the
designated safeguard monitor will perform an analysis to define assets, vulnerabilities and threats
and the countermeasures required to eliminate any potential loss. Process audits are to be
performed to ensure that proper system documentation, appropriate protection measures and
proper handling of confidential, sensitive information continues in all aspects of our working
environment.
In addition to being informed of the confidentiality of University computerized records and
hardcopy correspondence, all employees are to be informed of their particular obligation to the
University and its customers to protect the confidential nature of the information obtained and
used during the course of its daily operations.
Note: Only employees designated as having access to confidential data, including faculty, will be
required to sign the Employee Statement of Understanding confirming their understanding of
their obligation to safeguard confidential financial and personal information. That statement
should be part of the hiring process and retained by the hiring department. All positions having
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access to confidential data should have that so designated on the position description.
Departments who hire employees who have access to confidential data must train their
employees on the requirements to safeguard confidential information. Disciplinary action for
violating this policy could be taken under the University's current Standards for Disciplinary
Action for violation of provision of University Policy.
The University requires its employees to sign a statement authorizing supervisory and
managerial personnel to monitor their work as a quality assurance measure. In the event that
inappropriate employee conduct is detected, supervisory and managerial personnel will address
the issue with the employee and take appropriate remedial or disciplinary action as determined
warranted under the circumstances, including termination of the employee.
RELATED FEDERAL, STATE AND UNIVERSITY SAFEGUARD
PROGRAM COMPONENTS
The following provide additional, supplemental components of the University's safeguards
program.
Note: University faculty, students and employees are bound by all applicable laws, rules,
policies and procedures. This policy is not intended to limit the applicability of any law or policy
and does not preclude University units and related affiliate organizations from implementing
additional, supplemental and/or more stringent safeguards.
Federal Regulations:
Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. Section 1232g and 34 CFR
Section 99
Health Insurance Portability and Accountability Act (HIPAA), 42 U.S.C. Section 1320d and 45
CFR Parts 160, 162, and 164
Americans with Disabilities Act (ADA) CFR Section 1630.13 and Section 1630.14
Florida Statutes:
Chapter 119, Public Records, Sections 1002.21, 1002.22, 1004.22(2), 1006.52, 1012.91
Chapter 257, Public Libraries and State Archives
Chapter 282.318, F.S. Security of Data and Information Technology Resources
Florida Administrative Code:
Chapter 1B-11, 1B-24, 1B-26.003 and 1B-021, Florida Administrative Code
Florida Department of State Rules 1A-27.07 and 1A-21
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University Policies and Procedures:
OP-F-3 Records Management
OP-F-5 Public Records - Uniform Charges
OP-F-6 Destruction/Shredding of Confidential Documents and Records
OP-H-6 Use of University Information Technology Resources
OP-H-8 Wireless Data Communications
OP-H-9 Information Technology Security
University Data Management and Computer Security Business Manual
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512 - COURTESY VEHICLES
PURPOSE
The Athletics Department provides courtesy cars to selected employees at the discretion
of the Athletics Director. This taxable employee benefit is not a right, it is a privilege
that can be withdrawn at any time without notice and is predicated on the availability of
dealer cars in the area. The courtesy vehicle is not to be kept if you terminate your
employment or are terminated by the Athletics Department even if you transfer to
another University
Department.
COURTESY CAR PRIVILEGE
Providing a courtesy car to an employee is a privilege and not a right. Therefore, the
courtesy car and associated privilege may be withdrawn without notice at any
time at the total discretion of the Athletics Director.
BUSINESS USE OF VEHICLE
All business use of the vehicle should qualify for business mileage expense reimbursement at
20 cents per mile. Use of the vehicle between the office and other work-related
destinations during or after the regular work day is considered business usage.
PERSONAL USE OF VEHICLE
FSU uses the Kelley Blue Book and the annual lease value to determine the taxable amount of
personal use of the courtesy car. At the end of the calendar year, the taxable portion of the
courtesy car benefit will be added to your earnings. FICA & Medicare taxes will be deducted
however income taxes will not be withheld. You may wish to adjust your W-4 record to
have additional fixed withholding taxes taken out to cover this tax. NOTE: The IRS
considers commuting to and from work as taxable personal mileage.
EMPLOYEE RESPONSIBILITY
The assignment of a courtesy vehicle is a benefit. In order to maintain this benefit,
the staff member must:
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1. Report the business miles and total miles on the form included in this policy to the
Courtesy Car Coordinator each time the vehicle is exchanged.
2. Return the vehicle promptly to the dealer at agreed time or mileage limit.
3. Damages other than normal wear and tear are the employee’s responsibility.
4. Insurance: (1) Notify and obtain insurance with minimum coverage limits
within 7 days of exchanging vehicles, (2) at the Athletic Director’s discretion,
football coaches may be provided insurance, and (3) provide Athletic
Department with a copy of insurance declaration page with FSU and the car
dealer named as additional insureds.
5. Vehicle and keys are required to be turned in on the last day at work (Note: The
“last day of work” means the last day the employee is actually working and does
not include vacation days taken at the end of employment).
6. Pay for fuel and parking violations.
7. Register initial vehicle with University Parking Services and notify same when each
time vehicles are exchanged.
8. Employee and spouse are the only persons authorized to drive the vehicle.
9. Student-athletes are not allowed to drive a courtesy vehicle.
10. Maintain a valid driver’s license.
11. Do not smoke or drink alcoholic beverages in the vehicle.
MINIMUM INSURANCE REQUIRED
BODILY INJURY LIABILITY $100,000 EACH PERSON /
$300,000 EACH OCCURRENCE
PROPERTY DAMAGE LIABILITY $50,000 EACH OCCURRENCE
PERSONAL INJURY PROTECTION $10,000 NO DEDUCTIBLE
PASSENGER ACCIDENT $2,000 EACH PERSON, EXCESS OF
OTHER INSURANCE
UNINSURED MOTORIST $15,000 EACH PERSON /
$30,000 EACH OCCURRENCE
COMPREHENSIVE/COLLISION ACTUAL CASH VALUE $ 50 DED
ACTUAL CASH VALUE $500 DED (A
higher deduction is optional )
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REPORTING ACCIDENTS
1. Call the police and obtain a policy report or the report number. a.
Do not admit liability for the accident.
b. Report all injuries no matter how small.
2. Call the insurance company and obtain a claim number.
3. Call the Courtesy Car Coordinator
4. You or the Courtesy Car Coordinator should call the car dealer.
5. Do not get the vehicle repaired without talking to the car dealer.
Revised 1/16/09
STATEMENT AND DECLARATIONS CONCERNING BUSINESS
MILEAGE FOR COURTESY CAR DRIVERS
Tax consequences for failing to adequately document business miles driven?
In the event of a tax audit, the IRS will request copies of your business mileage records. If you
do not keep or have discarded your records, the IRS will typically tax the courtesy car for
100% personal use. There are usually multiple prior years involved in these audits. If you
have not documented your business mileage, the IRS will require the university to issue
corrected W-2C forms for the effected years. You will be responsible for filing amended
1040 tax returns for the effected years and paying taxes, penalties, and interest for the effected
years. In the event that the IRS requires the university to pay for any of these personal tax
assessments, you will have 60 days to reimburse the university for all amounts paid on your
behalf.
University Recordkeeping Expectations of the Employee
The university expects employees who are assigned courtesy cars to maintain auditable records
of business miles driven. The usual type of record for vehicles is a mileage log; however, other
types of written contemporaneous documentation that substantiates business miles driven may
be acceptable if auditable. The Athletic Department Courtesy Car Coordinator has a supply of
mileage logs on hand to assist you in complying with this expectation. The university will
require you to submit that total miles driven and the total business miles driven. However, it is
your responsibility to document the miles you report to the university.
What is not business use of the courtesy car?
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•
Driving to and from home and work, commonly known as “commuting”.
•
Driving to lunch with other coaches and discussing your job.
STATEMENT OF INDEMNIFICATION:
In consideration of being assigned a vehicle from the Florida State University Courtesy Car
Program, employee agrees to indemnify Florida State University, its officers, directors,
trustees, and management (Covered Parties) against any taxes, interest, penalties and all costs
(including reasonable attorney’s fees) that actually result if the Internal Revenue Service
subsequently were to determine that the business miles driven in the courtesy car is overstated
or unsubstantiated resulting in unreported fringe benefit income.
Employee Name Date
Appendix A
ATHLETIC DEPARTMENT PROVIDES TO DEALER
(Benefits double for each additional vehicle)
1. Four (4) Season Football Tickets, Two (2) Season Men’s Basketball Tickets per Vehicle,
and Two (2) Season Baseball Passes.
2. Recognition of Dealer in Football Programs and on Scoreboard Message Center.
3. Recognitions, as appropriate, as a member of Silver Chiefs or Golden Chiefs Club and all
benefits related thereto.
4. Preferred Seating.
5. Reserved Parking at the events.
6. Seminole Booster Tag.
7. Personalized Award Plaque.
8. Named as an Additional Insured on the University or individual drivers’ insurance
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policies in coverage amounts specified by the Dealer.
9. Benefits noted above will double for each additional vehicle.
10. Benefits noted above are provided on a calendar year basis:
a. Dealers who are added to the Program during the calendar year will receive
benefits, including tickets for the remaining games in that year.
b. Dealers who cease providing a vehicle during the calendar year will immediately
cease to receive any benefits for the remainder of the year.
RESPONSIBILITIES OF THE CAR DEALER
1. Provide the assigned athletic coach or staff member a new passenger car of the dealer’s
choice suitable for recruiting, scouting, or staff business.
2. Assist athletic staff member to service and maintain the car with the least amount of
expense and cost to both parties.
3. Furnish tag for car.
4. Check condition of car being returned before the driver leaves the premises and fill out
and sign the Courtesy Car Return Form (see Appendix B at the end of this section)
5. If a donor donates a vehicle during the calendar year will receive full benefits for the
remainder of the year. Benefits cease immediately upon withdrawal of the courtesy car.
Appendix B
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Florida State Courtesy Car Return Form
Dealership:
Dealership Representative:
FSU Driver (Print):
Date of Return (Mileage): ( )
Vehicle Returned in Good Condition:
yes
no
Damage or Dealer Notations:
Signed Signed
FSU Driver Dealer Representative
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513 - POST SEASON BONUS POLICY
GENERAL GUIDELINES
Full-time employees of Florida State University who work in Athletics are eligible to be
considered for a bonus at the discretion of the Athletics Director and upon approval by the
President.
1. Bonuses are at the complete discretion of the Athletics Director and will be paid upon
approval by the President and the bonus amounts in this policy are meant to represent
maximum amounts and any bonuses will be paid based on the employee merit as
determined by the Athletics Director
2. Bonuses will be computed based on percentage of full compensation, which includes base
state salary and supplemental compensation that is part of employee’s contract.
3. Employees who have supplemental employment contracts that include bonuses
for postseason games are not eligible for the bonuses included in this policy.
4. Once an employee has either tendered their resignation or received a notice of non-renewal
or some other termination notice, that employee is no longer eligible for a bonus unless
the athletics Director and President approve otherwise.
5. Graduate assistants are not eligible for a bonus under this policy.
FOOTBALL RELATED BONUSES
1. Contingency: Bonuses will not be paid unless the football team participates in a post season
bowl.
2. ACC Championship Game: If team competes in the ACC Championship Game, full time
Assistant Coaches, Head Strength coach, Football Player Personnel Director and Director of
Football Operations will receive a $5,000 bonus. Offensive, Defensive and Special Teams
Coordinators will receive $7,500 bonus
3. Bonuses For Football Coaches, Football Player Personnel Director, Director of Football
Operations and Head Strength Coach: The highest bonus below will be paid (not
cumulative):
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a. 1 month’s salary for a non-BCS bowl game,
or b. 1 ½ month’s salary for a BCS bowl game,
or
c. 2 months’ salary for winning the national championship game.
4. Bonus Payment: Bonuses will be paid the last payroll in February.
DLU: 8 /11
OTHER SPORT COACHES
For the following sports listed below, head coaches are eligible for bonuses listed below unless
bonuses are already accounted for contractually. All full-time assistant coaches are eligible for
bonuses in amounts based on specifically measured postseason play results. However, the
bonuses listed below may be changed, revised, or even discontinued at the complete discretion
of the Athletics Director
1. A coach who coaches the same sport for both the women and men’s teams is eligible for a
bonus in each sport (two bonuses).
2. A coach who coaches more than one sport in the same gender is eligible for one bonus
per sport. (For example, a coach who coaches cross country, indoor track and outdoor track
all in the same gender has three opportunities for bonuses per sport).
3. The post-season bonus for a single sport is not cumulative. That is, the bonus awarded will
be the amount for the highest post-season finish achieved for that sport.
4. A coach’s sport must have a winning regular season record to be eligible for a bonus.
5. Unless otherwise noted, all bonuses are awarded on a team participation basis.
6. The head coach shall receive $50,000 and the full-time assistant coaches shall each receive
$25,000 for any sport that achieves consecutive NCAA national championships.
BASEBALL
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA appearance
b. 3/4 month’s salary for Super Regional appearance
c. 1 months’ salary for CWS appearance
d. 2 months’ salary for a National Championship
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BASKETBALL
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. 1 month’s salary for NCAA appearance.
b. 1 ½ months’ salary for Final 4
c. 2 months’ salary for NCAA National Championship
CROSS COUNTRY (two sports: men and women.)
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA Regional appearance (minimum of 4+ individuals)
b. 3/4 month’s salary for Top 25 in NCAA Nationals
c. 1 month’s salary for Top 10 in NCAA Nationals
d. 2 months’ salary for a National Championship
DLU: 11/17/11
GOLF
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA Regional appearance
b. 3/4 month’s salary for NCAA Championship participation
c. 1 month’s salary for Top 10 of NCAA Championship
d. 2 months’ salary for a National Championship
SOCCER
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA appearance
b. 3/4 month’s salary for NCAA Sweet Sixteen appearance
c. 1 month’s salary for Elite Eight appearance
d. 1 ½ month’s salary for Final Four appearance
e. 2 month’s salary for a National Championship
SOFTBALL
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA appearance
b. 3/4 month’s salary for Super Regional appearance
c. 1 month’s salary for CWS appearance
d. 2 month’s salary for a National Championship
SWIMMING & DIVING
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA appearance (minimum of 4+ individuals)
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b. 3/4 month’s salary for Top 25 in NCAA Championship
c. 1 month’s salary for Top 10 in NCAA Championship
d. 2 month’s salary for a NCAA Championship
TENNIS
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA Regional appearance
b. 3/4 month’s salary for NCAA National Championship participation
c. 1 month’s salary for Top 10 of NCAA Championship
d. 2 month’s salary for a National Championship
TRACK & FIELD (Indoor and outdoor are separate sports)
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA Team Regional appearance (minimum of 4+ individuals)
b. 3/4 month’s salary for Top 25 in NCAA Championship
c. 1 month’s salary for Top 10 in NCAA Championship
d. 2 month’s salary for a NCAA Championship
VOLLEYBALL
Head Coach Bonus per Contract, Assistant Coaches based on achievement level listed.
a. ½ month’s salary for NCAA appearance
b. 3/4 month’s salary for NCAA Sweet Sixteen appearance
c. 1 month’s salary for Elite Eight appearance
d. 1 ½ month’s salary for Final Four appearance
e. 2 month’s salary for a National Championship
DLU: 11/17/11
Coaches Bonuses are determined by how far they advance in competition.
The support staff will all receive a maximum bonus of ½ month’s pay for their sport’s
participation in post season play. The following full-time support staff will be eligible for
the bonus with the recommendation of the Head Coach. If support staff work with multiple
sports, they are only eligible for one bonus.
Eligible Support Staff:
Athletic Trainer
Administrative Assistant
Business Office
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Director of Operations
Facilities Manager
Equipment Manager
Marketing Assistant
Sports Information
Sport Oversight
Strength Coach
Video Support
ACC CHAMPIONSHIP BONUS POLICY
A Head Coach who wins a conference championship, as defined by the ACC, is eligible for a
$5,000 bonus for that year. This applies to head coaches who do not have a conference
championship bonus already accounted for contractually.
NATIONAL/REGIONAL COACH OF THE YEAR
Head Coaches, who win a National or Regional Coach of The Year Award, is eligible for a $5,000
bonus unless bonus is already accounted for contractually.
GRADUATION RATE BONUS POLICY
(Revised 3/2009)
Two bonuses having an aggregate maximum of $5,000 for student academic achievement will be
possible for each academic year as follows:
A bonus of $2,500 for a team achieving a 75% Graduation Success Rate (GSR) threshold based on
the GSR formula of the NCAA for those student-athletes receiving athletic aid. The calculation
will be based on a six year window (defined by twelve full-time semester from the first full-time
semester of matriculation) and will count transfer coming into Florida State University and exclude
transfer leaving Florida State University that are in good academic standing. This bonus will be
calculated annually and distributed by the NCAA in October.
If a head coach oversees multiple sports he/she may receive only one Graduation success Rate
(GSR) bonus per year for combined men’s sports and one for combined women’s sports during the
same academic year. All bonuses are subject to the Athletic director’s recommendation and
subsequent authorization by the President A bonus of $2,500 for a team achieving a 930 Academic
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Performance Rating (APR) or higher
based on the APR formula of the NCAA. This formula is currently a four-year percentage rate
calculated on those student-athletes receiving athletic aid. The average will be based on a four-
year window (defined by the eight full-time semesters from the first full-time semester of
matriculation). This bonus will be calculated annually at the end of the summer.
If a head coach oversees multiple sports he/she may receive only one Academic Performance
Rating (APR) bonus per year for combined men’s sports and one for combined women’s sports
during the same academic year. All bonuses are subject to the Athletic director’s recommendation
and subsequent authorization by the President
Thresholds To Attain Academic Bonus
Football Graduation Rate – contractual
Men’s Basketball Graduation Rate – contractual
All Other Sports – 75% per NCAA Graduation Formula (as modified above by FSU)
(Updated 10/11)
Potential Systemic Problem Review
The aforementioned Conference Championship Bonus and Graduation Rate Bonus, if
recommended and authorized, will be awarded at the end of the academic year after assessment of
the entire program by the Director of Athletics. Specific attention will be given to deportment of
student-athletes and coaches to include all actions within and outside of competition such as
sportsmanship, community service, any legal or social issues, as well as other representation of the
athletics program and the university.
POST SEASON GIFTS
Post season awards are defined as gifts given to participating teams in ACC Tournament or NCAA
post season play. Post season rings are a separate policy.
Post season awards are to be received by the athletes, coaches, and support personnel who play an
integral part of the success of the team. The following restrictions will be placed on those who are
considered recipients of such awards, and those who may be eligible to purchase such an award.
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•
Only student-athletes who were a member of the squad during the entire season will receive
the designated award.
•
Only coaches who worked on a full-time basis for the entire season will receive the
designated award.
•
Only full time support staff whose work was dedicated to the team for the entire season to
include areas of Graduate Assistants, Strength, Sports Medicine, Video Support,
Equipment, Sports Information, Sport Oversights, Events staff, ticket staff, Academic
support staff, team doctor and secretary. One gift per calendar year.
•
Only a senior or head equipment manager and trainer dedicated to the team for the entire
season. Any undergraduate manager or trainer who has been dedicated to the team for the
entire season may exercise the option of purchasing an award with the coach’s approval.
All policies concerning awards shall be subject to annual budget review and at the discretion of the
Athletic Director.
POST SEASON RING/PENDANT POLICY
The following paragraph is the NCAA official interpretation regarding championship awards as
defined by the NCAA Manual:
•
Awards may be presented by a member institution and by a member conference, ( or an
organization approved by either) in recognition of conference or national championships.
•
The total value of any single award received for a conference championship may not
exceed $325.00 as defined by NCAA manual.
•
The total value of any single award received for the national championship may not exceed
$425.00. The awarding institution, conference, or other organization may provide only one
award for each championship to each student-athlete as defined by NCAA manual.
DLU: 4/16/10
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Championship Awards
Championship awards are to be received by the athletes, coaches and support personnel who play
an integral part of the success of the team. The following restrictions will be placed on those who
are considered recipients of such awards and those who may be eligible to purchase such an award.
•
Only student-athletes who were a member of the championship squad during the entire
season will receive the designated award.
•
Only coaches who worked on a full-time basis for the entire championship season will
receive the designated award.
•
Only full-time support staff whose work was dedicated to the team for the entire season to
include areas of Graduate Assistants, Strength, Sports Medicine, Equipment Managers,
Video Support, Sports Information and Administrative Assistants – if eligible support staff
will only receive one ring during the academic year.
•
Any undergraduate working in strength, trainer or manager who has been dedicated to the
team for the entire season may exercise the option of purchasing an award with the coach’s
and oversight’s approval.
Design and Bid Procedure
Each sport will be responsible for the design and purchase of their championship ring. The
administrative liaison, head coach, and senior members of the squad will work with representatives
from ring companies to determine the preferred style. Ring specifications must be submitted to the
University purchasing department for bid. Exact specifications as designed on the bid cannot be
substituted or altered.
Individual Honors
The following individual awards can be presented a ring through the Athletic Department, as long
as it fits into the award dollar amount outlined through the NCAA: Heisman (Football), Golden
Spike (Baseball), Herman (Soccer), Wooden (Basketball), Jack Nicklaus (Men’s Golf), Dinah
Shore (Women’s Golf), USA Softball Player of the Year, AVCA National Player of the Year
(Volleyball), ITA National Player of the Year (Tennis). Individuals that are named National
Champions in the sport of Track, Cross Country Swimming and Diving and Golf may receive an
individual award if their team sport did not win the National Championship and may be awarded
one per FSU career. Ring design will be decided by the Executive Staff.
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Budget Review
All policies concerning championship awards shall be subject to annual budget review and at the
discretion of the Executive Staff.
DLU: 4/16/10
TEAM ELIGIBILITY RING POLICY
The following placement qualifies a team sport to receive rings:
•
Win ACC Tournament
•
Win National Championship
If a team sport advances to a NCAA regional, but does not win the ACC, the team must advance to
the following level to be eligible to receive rings, unless rings are part of the NCAA gift package.
M & W Basketball Final Four
Baseball World Series
Softball World Series
Soccer Final Four
M & W Golf NCAA Team Championships/Place in top four
M & W Tennis NCAA Team Championships/Place in top four
M & W Swimming NCAA Team Championships/Place in top four
M & W Track/CC NCAA Team Championships/Place in top four
Volleyball Final Four
Football National Championship or Bowl Package
DLU: 4/16/10
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514 – EMPLOYEE GIFT & LENGTH OF
SERVICE AWARD POLICY
The Athletic Department’s employee gift policy is intended to give guidance in
addressing the tax aspects of gifts or awards to employees from the Athletic Department
and third parties:
1. The regular season traveling party of a particular sport may be eligible to receive
awards, such as, rings and plagues. These employees could include coaches,
players, or personnel from the departments of equipment, training, video and
sports information, etc., as approved by the Executive staff.
2. An employee who receives a gift or award of value from third parties (vendors),
the ACC, NCAA, and bowl committees, etc., will not be taxed by the university.
The donor is responsible for reporting to the IRS or issuing a Form 1099 to the
employee for the gifts to university employees.
3. The NCAA, ACC, or bowl committee will occasionally not provide an adequate
number of gifts or awards for all the deserving personnel associated with a sport.
In such a case, the Athletic Director may approve the purchase of additional gifts
or awards for the personnel that did not receive one from the applicable
organization. The employees eligible to receive these gifts purchased by the
Athletic Department or DSO will be told before receiving the gift that the gift will
include federal income tax of 25% of the value of the gift plus payroll taxes being
withheld from the employee’s pay. The employee may decide not to receive the
gift in which case there will be no taxation.
4. Gifts of clothing from a Vendor that has the FSU logo or name on the clothing
and is given to the employees as expressly allowed for in the contract between
FSU and the Vendor will not be taxable to the employees if the contract with the
Vendor designates that the employees are expected to wear the Vendor’s apparel.
5. Employees are forbidden from soliciting cash or gifts of any kind from current or
potential vendors and customers of the Athletic Department.
6. The Athletic Department’s Business Office will track the taxable gifts and submit
a list of same to the Payroll Department to be taxed to the employee on a monthly
basis.
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7. A de minimis amount of $100 will be applied to each gift that is purchased by the
Athletic Department or DSO. If the gift’s value is $100 or less then the gift will
not be taxed by the payroll office. When an event like a bowl game occurs and
the university pays for more than one gift for an employee, then the aggregate
value of the gifts for the bowl game are added together to compare to the $100 de
minimis amount. Again, if the sum value of the gifts is not over $100, then there
is no taxation to the employee. If the gift value exceeds the de minimis amount
then the total value of the gift(s) are taxable. Note: The de minimis amount is not
a credit.
The Athletics Department’s policy is to recognize the valuable contribution over time by
selected employees by providing a length of service award to any employee who has
satisfied all of the following criteria:
1. Completion of at least 5 years of service to the University.
2. Employee has performed “Above Satisfactory” in the most recent
employee evaluation.
3. Supervisor recommends and approves the employee receiving the award.
4. Employee is terminating service with the University.
The award will be given to the deserving employee in a meaningful ceremony of
appreciation for a job well done which will include an after-hours social gathering
that includes all the personnel in the retiring employee’s department and certain
other employees of the university.
The maximum value of the award will be $400. However, if the Athletic Director
decides that a greater value gift is deemed appropriate, then the excess amount
will be taxable to the employee with 25% federal tax withholding plus applicable
payroll taxes.
Employee gifts and a length of service awards given to qualified employees will be
funded by the Seminole Boosters.
7/23/2009
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515 – CRISIS MANAGEMENT
DEATH OF A STUDENT-ATHLETE
While the loss of any young person is an especially difficult time for family and friends, the loss
of a student-athlete presents far-reaching effects on family, friends, teammates, staff, coaches
and the university family. Since every loss is unique, the purpose in developing these policies is
to focus on the needs of those involved in the athletics’ program and to provide structure during
a time of grief. These policies should be used as a guide with the understanding that each loss
will present unique situations that will require sensitivity and compassion.
Notification
Parent or Guardian - Notification of Parent or Guardian is an especially sensitive process and
should be initiated by the Director of Athletics, Head Coach or the staff person who is deemed to
have an established relationship with the family.
First Responder should communicate information immediately to the following key staff:
Director of Athletics - Notify the University President, Vice President for Student Affairs, and
the University’s General Counsel
Head Coach - Disseminate information to staff and team Chaplain if available
Vice President of Student Affairs - Notify student support services
Sport Oversight Administrator - Notify support staff and head coaches from other sports
Athletic Student Affairs Administrator - Coordinate university support services
Trainers/Support Staff - Prepare to handle medical/psychological concerns
University Counseling Center - Provide counselors
University’s General Counsel - Provide legal oversight
Vice President of University Relations – Communication with media
Every effort should be made to have a personal contact with every student on the team as quickly
as possible. (The trauma to a student of hearing of a death of a teammate through the media is
immeasurable.) The coaching staff will initiate these contacts with the assistance of the Sport
Oversight Administrator and the Athletic Student Affairs Administrator.
First Responder should accept the responsibility to notify Campus Police because they will set in
motion all the services of the University and notify University officials. 644-1234.
No statements should be made to the media except as approved by the Director of Athletics and
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released through the University’s Media Relations Office and approved by the University’s
General Counsel.
Crisis Support Services and Family Assistance
Students/Staff should be offered counseling support immediately and over an extended period of
time to aid with post-traumatic stress.
Agencies that have offered support in the past:
Affiliated Churches
University Counseling Center
Dean of Students Office
Victim Advocate Office
After the initial notification of all appropriate students and staff, and counseling has begun, an
administrative team will decide how to begin assistance to the family.
This team will usually consist of: Head Coach, Director of Athletics, Sport Administrator,
Athletic Student Affairs Administrator and University General Counsel. Others will be involved
as necessary.
Family assistance will vary from case to case, but every effort will be made to be responsive to
the needs of the family. Any use of University funds must be approved by the Director of
Athletics in coordination with University policies.
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